Employee Management

Employee Management

Navigate to Employees > Employees to manage your workforce.

• Add Employee: Select a company, enter the employee name and an optional employee ID, then click Add Employee. Optionally set a username and password for login.
• Feature Access: Each employee has seven access toggles that control which tools they see on their home screen:
  • Timekeeper (on by default), Clock in/out with GPS tracking.
  • Photos (on by default), Job site photos, photo library, and job files.
  • Schedule (on by default), View their upcoming work schedule.
  • Tasks (on by default), Daily task checklist tied to scheduled shifts and job templates.
  • Receipts (off by default), Receipt capture with voice memos and receipt library.
  • Estimates (off by default), On-site job estimation with voice recording and estimate management.
  • Meeting Notes (off by default), Record meetings and site walks for automatic transcription and AI summaries. Only appears when the Meeting Notes module is enabled for the company. See Meeting Notes.
  Toggle these checkboxes in the employee list to enable or disable features instantly.
• Edit: Click the Edit button on any employee row to update their name or employee ID inline. Click Save to confirm.
• Hourly Wage: Set each employee's hourly wage for payroll calculations and labor cost tracking. This feeds into the CFO Dashboard labor statistics.
• Labor Burden %: A percentage added to base labor costs to account for payroll taxes, insurance, and other employer costs. Default is 15.3%. Feeds into the Payroll Cost Report and CFO Dashboard labor calculations.
• 1099 Subcontractor Flag: Mark employees as 1099 subcontractors for accurate payroll classification and reporting.
• Set Login / Reset Password: Employees need a username and password to use any of the tools. Use the Set Login or Reset PW buttons to manage their credentials.
• Email Address: Set an email for each employee so they can use self-service password reset. Best practice: always set employee emails during onboarding.
• Copy Credentials: After setting login credentials, use the Copy Credentials button to copy the username and login URL, ready to paste into a text or email to the employee.
• Activate / Deactivate: Deactivated employees cannot log in or appear in dropdowns. Their historical data is preserved.
• Archive: Archived employees are removed from the active list but preserved in the system. Use this for employees who have left the company permanently.
• Bulk Grant Access: Grant or revoke feature access for multiple employees at once with notifications sent automatically.

Company Users

Navigate to Admin > Users to manage login accounts for your company.

• View Users: See all admin, viewer, scheduler, project manager, office manager, accountant, and sales accounts tied to your company.
• Change Role: Promote or change a user's role between admin, viewer, scheduler, project manager, office manager, accountant, and sales.
• Update Email: Change any company user's email address.
• Change Password: Reset another user's password.

Permissions: Only Company Admins can access this page. All other roles, viewer, scheduler, project manager, office manager, accountant, and sales, cannot manage users.

Trades

Setup Items > Trades defines the labor categories people can record on time entries, such as estimating, framing, or electrical work. Trades is enabled by default in Settings > Features & Modules.

• Manage the list: With permission to manage settings, add or rename trades, change their order, and activate or deactivate them. Order values must be whole numbers from 0 to 1,000,000. If saved values fall outside that range, the page proposes sequential positions for the full catalog, including inactive trades. Only Save order saves those positions. Renaming a trade does not change the name recorded on earlier entries.
• Assign trades: With permission to edit employees, select each person's allowed trades and choose a default on the Trades page or their employee detail page. Every nonempty selection needs a default. Save each person's changes.
• Owners and staff: Permission to view employees is required to see the Trades roster. It includes active direct company members, including owners without a separate employee record. Outside-firm access does not add someone to this roster.
• Inactive trades: Existing assignments may remain for reference. An inactive trade cannot be newly assigned or chosen as a new default. Select an active replacement default when needed.
• Recording work: Clock-in and manual entries use the active default when no trade is chosen; without an active default, they can record no trade. Where a picker is needed, it starts on the active default, otherwise the first active assigned trade. Pick another allowed active trade when needed. Changing trade during a shift closes the current entry and starts a new one.
• Workers' Comp people: Active direct company members, including owners without a separate employee record, can receive assignments. Active legacy employees whose membership is missing, inactive, archived or supplied through a partner firm remain visible as repair-only rows; they cannot receive an assignment until their membership is corrected.
• Module off: Turning Trades off hides its setup and entry controls and records no trade on new entries. Existing trade snapshots remain stored.

Trades do not change workers' compensation classes or prevailing-wage classifications.