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Add a team member

Give each person their own Smartworks login, and the roles that decide which app they use.

NeedsRole: Admin or User admin
Overview

Everyone who uses Smartworks signs in as themselves. You add each team member in the Scheduler’s Settings, and Smartworks emails them a link to set their own password. Their roles then decide whether they use the Mobile app, the Scheduler, or both.

The New User form in Settings, with name, email and phone fields on the left and the User Roles checkboxes on the right
Step by step: add a team member
  1. Click Settings in the header.
  2. Click Add New Users under Users.
  3. Enter the person’s First Name and Last Name.
  4. Enter their Email. This is the address they sign in with.
  5. Enter their Phone No.
  6. Choose the labour codes they usually charge time to in Default Labour Code.
  7. Click Save Changes.

Smartworks shows User created and opens the Users list, where the new person now appears. They start with the Mobile role, so they can sign in to the Mobile app straight away.

Choose their roles

A role decides what a team member can open. The User Roles list shows four:

Role What it is for
Mobile The Mobile app: their jobs, timesheets and work on site. Every new team member has it.
SchedulerUser The Scheduler on a desktop: jobs, bookings, time and materials.
UserAdmin Everything a SchedulerUser has, plus adding and editing team members and equipment.
Admin Everything, including Company, Statuses and the Connectors in Settings, which only admins see.
Step by step: change a team member’s roles
  1. Click Settings in the header.
  2. Click Users under Users.
  3. Click Edit beside the person.
  4. Tick or untick each role under User Roles.

A role changes as soon as you tick or untick it, without clicking Save Changes. The Users list shows each person’s roles under their email.

What the team member receives

Smartworks sends the new team member an email titled Smartworks Account Confirmation. It says they have been added to Smartworks for your business, and has a SET PASSWORD button. They choose their own password there, then sign in with their email address.

If the email address already has a Smartworks login with another business, they get a Smartworks - Welcome email with a SIGN IN button instead. Once signed in, they switch to your business from the menu.

Good to know

Set roles after saving

Set roles from the Edit screen once the person is saved. The User Roles ticks on the New User screen do not carry over, so a new team member always starts with Mobile only.

Phone numbers on the calendar

A team member with a valid phone number shows a phone icon beside their name on the Scheduler calendar. Clicking it opens Send message to, which sends them a text message.

Keeping at least two admins

Smartworks will not remove the Admin role from someone while your business has two admins or fewer.

Turning off a login

Untick User Is active on the Edit screen and click Save Changes to stop someone using Smartworks without deleting them.

See also