Invite your team

Add an employee

1. In the menu, under Setup, click Employee Management. The Team page opens.
2. Click Add Employee.
3. Fill in First Name, Last Name and Email. The invite goes to that email. Add their Cell if you like.
4. Under Roles, pick what they do. The next two sections help you choose.
5. Leave Allow this employee to sign in. ticked.
6. Click Create Employee.

• A message confirms the invite went out, and their card shows Invited until they choose a password.
• If you untick Allow this employee to sign in., no invite is sent.
• If your plan has no room for another person, the page says Your plan is full. Click See plans to change plans, or disable someone who has left.

Pick their roles

Roles decide each person's start page, their menu, and whether they see money.

1. For someone who runs the business with you, pick Administrator. They see everything, including company revenue, Reporting, Settings and the Team page.
2. For a dispatcher, pick Scheduling. They see every job, can change the Calendar, use Team Locations and Work Schedule, and start on the Dispatch page. They don't see prices or balances.
3. Job Mgmt gives the same jobs and Calendar as Scheduling, without Team Locations.
4. For office staff, pick Quotes, Invoicing or both. They get those pages and see the money on customers and jobs. Their Calendar is view only, and their Home leaves out company revenue.
5. For whoever keeps your prices up to date, pick Item Mgmt. It opens the Items price list.
6. For a technician, pick Technician. They see only their own jobs: My day, My calendar, Customers to look people up (with no prices) and My timesheet.

• Roles add up. Someone with Scheduling and Quotes gets both.
• Someone with no role at all is treated like a technician.
• A role change can take up to 30 minutes to reach someone who's already signed in to the website. Signing out and back in picks it up at once.

Website, phone app, or both

Two more choices under Roles decide where someone signs in.

1. On the Team page, click Edit on the employee, or open Add Employee for someone new.
2. Under Roles, add Allow Web Portal for anyone who'll use the website, such as office staff and dispatchers.
3. Add Allow Mobile App for anyone who'll use the phone app, such as your technicians.
4. Click Save Changes, or Create Employee for someone new.

• Administrators can always sign in to the website.
• Without Allow Web Portal, the website turns someone away with a message that their account is for the mobile app only. Their invite still lets them choose a password, then sends them to the app.
• The Invite button on your Home page's setup card opens a New Employee form with Technician and Allow Mobile App already ticked.

What your employee does with the invite

1. They open the email from Simply OnSite inviting them to join your company, and click Set up my account.
2. On Set up your account, they type a password in Password, and again in Confirm password.
3. They click Create password and sign in, and Simply OnSite opens on their start page.
4. If their account is for the phone app only, the button reads Create password, and the next page says You're all set. They then sign in on the app with the same email and password.

• A password needs at least 8 characters, with an uppercase letter, a lowercase letter, a number and a symbol.
• The link works for 7 days, and only once. An old link shows Invite link expired, so send them a new invite.
• Once they've set a password, their card on the Team page changes from Invited to Active.

Resend an invite

1. On the Team page, find the person. Their card says Invited.
2. Click More, then Resend invite.
3. Click Send invite.

• They get a new link that works for 7 days.
• Once someone has chosen a password, More offers Send password reset instead.
• For a technician you've just invited, the setup card on your Home page has a Resend invite button too.

When someone leaves

1. In the menu, under Setup, click Employee Management.
2. Find the person, or search by name or email.
3. Click More, then Disable account.

• They can't sign in to the website or the phone app any more. Their jobs, quotes and invoices stay as they are, and their place on your plan is freed.
• Disabling doesn't move their upcoming jobs. Hand those to someone else; the guide on when someone is out shows how.
• Disabled people are hidden from the list. Tick Include disabled to see them, and click More, then Enable account to bring someone back.
• Delete employee takes someone off the team for good. Their past jobs, quotes and invoices stay.