Search in:

Add Field Employees and Assign Permissions

Download Field Employees Profiles and Permissions PDF

Managing Field Employee Profiles and Permissions

To manage Field Employee profiles and permissions, go to Settings > Field Employees > Manage Employees.

Creating a Field Employee

  1. Go to the Manage Employees page.
  2. Click the Actions button and select + Add New.

The Add/Edit Field Employee page has four sections:

  • Basic – Set up the employee’s profile, permissions, and mobile app access.
  • Advanced – Add work details like role, hourly rate, license expiry, and upload a photo.
  • Schedule – Define the employee’s weekly work schedule.
  • Payroll QB Sync – Link payroll items from QuickBooks (if integrated). If QB is not set up, this section is disabled.

Basic Settings

General Information

  • Field Employee ID (required) – Enter a numeric ID.
  • First & Last Name (required).
  • Assign Vehicle – Select from the list if applicable.

Contact Details

  • Mobile Phone (required for text alerts): Enter the mobile number where you want to receive SMS notifications.
  • Mobile Provider: Select your mobile service provider from the drop-down list.
  • Work Phone (optional): You may also enter a work phone number if desired.

Mobile App Login Credentials

  • User ID (Email) (required) – Enter an email address.
  • Password (required).
  • Options:
    • Mobile App License – Assign an available license.
    • Allow Supervisor Access – Required for supervisor roles.
    • Send Login Credentials & App Download Link – Send details to the user’s email.

Email Already in Use

When adding a new field employee, the system won’t let you use an email address that’s already assigned to another employee.

📌 What to do:
Make sure each employee has a unique email address that isn’t being used by anyone else in the system.

Assign Module Permissions

Select the modules the employee can access:

Assign Customer Permissions

  • Select a Customer Group.
  • Only available if the Snowtrack feature is enabled.
  • Limit the employee’s access to specific customers if needed.

Advanced Settings

Go to the Advanced tab and fill in the fields to add more information to the field employee’s profile.

  • Assign Position – Select from existing positions or create a new one.
  • Assign Department – Choose a department if applicable.
  • Cost per Hour – Employee’s pay rate.
  • Bill Rate per Hour – Amount billed to customers.
  • Driver Skill Level – Assign a skill level.
  • License & Medical Card Renewal – Enter expiry dates to receive reminders.

Upload Employee Photo

  • Click on the image area to upload, change, or delete an image.
  • The employee’s photo can be included in customer notifications.
  • Write something about the field employee in the About field. This could be added to customer notifications.

Sync Settings

Control how estimates and invoices are synced between the mobile app and the office.

Estimate Sync

  • One-Way Sync: Estimates created in the mobile app will sync to the office only. Changes made in the office will not sync back to the app.
  • Two-Way Sync: Estimates sync both ways—between the mobile app and the office.
  • Sync Period: Select how often syncing occurs—weekly, monthly, or based on the pay period.

Invoice Sync

  • One-Way Sync: Invoices created in the mobile app will sync to the office only. Updates from the office will not reflect in the app.
  • Two-Way Sync: Invoices sync both ways—between the app and the office.
  • Sync Period: Choose the desired sync frequency—weekly, monthly, or by pay period

Schedule Settings

  1. Select Work Days – Choose which days the employee works.
  2. Set Work Hours – Define start and end times.
  3. Lunch Break – Assign break times per workday.
  4. Vacation – Mark vacation dates to exclude from the schedule.

Click the Save button to add the employee to the list.