Adding users and their details is crucial for smooth operations, including mapping, scheduling, and arrival estimates. Users include managers, engineers, accountants, and others operating the system. Providing comprehensive information for engineers is important for administrative upkeep.
Viewing Your Users
➡️ Profile icon > Settings > Users > Users > View
Adjustments to licenses can affect your monthly plan cost, so review your plan carefully before making changes.
Ensure you select the correct license type for each user to avoid incorrect assignment, which may affect functionality and incur additional costs.
Adding a New User
➡️ Profile icon > Settings > Users > Users > View > Add New User
Complete Fields
Fill in mandatory fields like username, email, address, and contact number.
Make sure to assign an appropriate user group and type for correct role allocation within the system.
Save: Ensure all details are correct before saving.
Assigning Licenses
➡️ Profile icon > Settings > Users > Users > View > Edit > Licenses
Editing a User
➡️ View > Edit
User Details Sections
Licensing Details: Edit the Licence type or Role level.
Login Details: Update the username and set access levels for web or mobile use.
A user must log out and log back in for access changes to take effect.
Personal Details: Update personal information like name, address, contact information, and photo/profile picture. Adding a photo helps identify users easily and adds personalization to their profiles.
To Add a Photo: Edit personal details > Change photo > Choose photo > Resize > Save
Business Details: Edit user group, cost & sale rates, employment type, skills, and public holiday group.
Cost and Sale Rates: These are specific to labor and affect hourly cost and charge rates for services. Regularly review cost and sale rates to maintain accurate calculations for billing.
To Set Rates: Edit business details > Input cost rate p/hour > Input sale rate p/hour
Shifts: Assign a shift pattern to ensure scheduled events align with user availability. Shift patterns must be created before they can be assigned to users.
To Assign Shift: Edit business details > Select shift pattern from dropdown
Diary Color: Assign a color to the user for visual clarity in the diary. Choose a distinct color for each user to avoid visual confusion when using the diary "by engineer" color scheme.
To Set Color: Edit business details > Select color > Save
Skills: Assign skills relevant to job descriptions to ensure correct job assignments. Skills must be created before assigning them to users.
To Add Skills: Edit business details > Skills > Choose from dropdown > Save
Public Holiday Group: Assign a group to automatically mark holiday days in the diary. A public holiday template must be created before it can be assigned.
To Assign Public Holiday Group: Edit business details > Select from dropdown > Save
Official Numbers: Enter office numbers like NI, NAPIT ID, Gas Safe ID.
To View/Add Official Numbers: Edit official numbers > Type numbers > Save
Deleting a User
➡️ Quick Links > Delete User
Type 'Delete' to confirm the deletion.
Reasons for Deletion: A user may be deleted if they leave the business or need to be re-created with a different license type.
Important: Reassign all future jobs/estimates to another user before deleting to avoid gaps in schedules.
Deleting a user is permanent and can only be performed by an Owner/Manager.
What Happens When You Delete a User:
The user's driver trips will be removed from the system if using trackers.
All historical activities (jobs, estimates, and time logs, except driver trips) will remain linked to the deleted user.
Their name will be removed from the diary, but diary events will stay in the system.
If the user was using the mobile app, it will no longer sync with the system.
Note: You cannot delete the user you are logged in as.
Double-check all user assignments and future schedules before deletion to ensure continuity in operations.
Notes & Communications
Add New Note: Create a new note about the user.
Edit Note: Modify existing notes.
Delete Note: Remove notes if needed.
Use notes to document specific details about a user's tasks, performance, or other relevant information for internal tracking.
Mobile Settings
➡️ View User > Mobile Settings
Update Settings: Adjust the user's diary view settings to control access to events and hide address details if needed.
To Sync Changes: Close and reopen the mobile app, then wait 5 minutes.
Settings Options
Ability to View Events in the Past/Future
Limit the number of days visible to ensure focus on current tasks.
Set to "Please choose" for unlimted days.
Hide Address Details
Enable this to blur the customer address until the user clicks 'travel.'
Limiting the diary view helps maintain focus on upcoming tasks, while expanding it allows more flexibility for users to book their own events.
Reminders
Add New Reminder
Add a description
Due date
Reminder date
User group
Edit Reminder: Update existing reminders.
Delete Reminder: Remove reminders as needed.
Use reminders for key events like contract renewals, follow-ups, and training sessions to keep users on track.
Emergency Contacts
In case of emergencies, users can add emergency contacts to their profile.
➡️ Emergency Contacts > Add New
Fill Details
Enter the name
Address
Relationship
Email
Contact details.
Save the contact.
Keep emergency contacts updated regularly to ensure quick and reliable communication.
Attached Files
Add New File: Attach documents or PDFs to the user’s profile.
Download File: Retrieve added files.
Delete File: Remove attached files as needed.
Store important documents like contracts, certifications, and other user-specific documentation for easy access.