User Setup

It’s crucial for any business to track employee information correctly. To do so in ServiceWorks, you’ll need to visit the Company Users menu.

To reach this page, click on the cogwheel in the right corner of the toolbar to open the Configuration tab. Once opened, navigate to Admin -> Company Users

In the Company Users menu, you can create, edit, and delete profiles and login credentials for your administrative staff, employees, and technicians. You can also choose to invite users to setup their own identification as well.

Above this list is the amount of users you have available. Should you need more users, please contact our support team.

There are a few different types of users you can create:

1. User: A single individual who can access the web and mobile apps using the login ID, password, and roles assigned to them.
2. Team: This is a virtual group of multiple users. You must assign a supervisor for a team. Unlike users, a team can’t be assigned permissions. Instead, what can be viewed will be determined by the user’s individual permissions on a team.
3. Third Party: If you work with third-party contractors or vendors, this is where you create them. Each vendor will get only one ID and password which they can use to login to the system. All third party users will have the role of “Professional” assigned automatically.

Creating a New User

To create a new user, click the New Users button

In this menu, you can configure the following details within the tabs:

Employee Details

1. Full Name – Use this section to fill out the users full name
2. Phone/Mobile – Enter the user’s primary phone number here
3. Email – Enter the user’s email address here
4. Address – Enter the user’s physical (or mailing) address here
5. Starting Location – When toggled, this will mark the address entered as the user’s starting location when first scheduling jobs for the day
6. Latitude & Longitude – Use this section to further define the user’s address location
7. Default Working Zone – Assign a zone to the user with this section
8. Start Date – Displays the date on which the user began working for your company
9. Start / End Time – Displays the user’s typical work hours for the day
10. Rates – Use the toggles here to assign one of the following pay rates to the user: Fixed Price, Job Percentage, or Hourly Rate
11. Working Days – These toggles allow for the user to be scheduled on the enabled days
12. User Credential – Enter a unique username and password for the user. (Note: we recommend using an email address for a password, as the system database will not allow for duplicate usernames)
13. Is Active – This toggle determines whether or not this user profile is active within your account
14. Upload Image – Upload an image icon for the user for assignments and notifications.

Assign Role

1. Add Role – Use this button to add additional roles for the user. A drop-down box will appear with the list of created roles within your account
2. Hourly Rate – Assign a set hourly rate to the user
3. Avg Time To Complete Job – Enter the average estimated time for this user to complete tasks. When set, this time frame will be reflected in both scheduling the user and in the job duration
4. Professional Color – Add color coordination to your user for organization. This will appear whenever the user is scheduled within the Schedule view
5. Create PO – When enabled, allows the user to create purchase orders while in job tickets
6. Enforce Note / Action – When enabled, it forces the user to submit a note or photo before being able to complete assigned jobs

Note:
You can assign multiple roles to an employee. But as of now the Professional role will always take precedence over any other role.

Skills

You can set up specific skills for a professional employee, for instances of skill based assignment. By default, a technician has the ability to work on all products. However, if you want to specifically assign skills, here is the place. You can create skills manually by typing in a skill name and clicking the + Add button.

Using the New Skill button will allow you to assign skills to users based on an item’s product and family details as well as rate their ability to service the item, ensuring that only the most qualified users are considered for scheduling when assigning technicians to jobs. You can also elect to grant the user the ability to be scheduled for all of your available items by clicking the Serves All Products checkbox.

Additional Information

If you have company vehicles you associate with specific users, you can capture information about the vehicle in the Vehicle Info tab, such as the Transport Type, License Plate, Description of the Vehicle, and Color

Job Type

By assigning a job type to the user, you can enable or restrict their ability to be scheduled to jobs that match their corresponding types. Use the drop down to select from the various job types within your account click the +Add button to assign the job type to this user profile

Emergency Contact Details

The emergency contact details is where you can store important information about who to call should an emergency occur with the user. Here, you can enter a contact name and number, as well as using the Is Primary checkbox to indicate it as the primary emergency contact and the Is Active checkbox to indicate that this is still a valid emergency contact for the user.

Banking Details

Here, you can store the user’s banking information (Note: This section is for storage only)

Identification Information

Enter information regarding the users date of Date of Birth, Drivers License, and Social Security Number in the Identification Information tab (Note: this section is for storage only)

Location Details

In the Location Details tab, you can assign a default location for the user. Assigning inventory locations will determine from what inventory locations are available for a specific technician to pull from, receive to, and even check for parts

You can also set multiple inventory locations for a user. To define a default location, select a location, then click the Is Default checkbox, then click Add. The default inventory location will be defined by a green highlight.

Creating a Team

A team is a virtual entity, grouping multiple users into one unit that can be assigned jobs and estimates.

To create a team, click the Team tab and click the New Team button

In the next menu, you’ll have the option to configure the following:

1. Name – Enter the name for your team
2. Start / End Time – Enter the typical working hours for the the team
3. Default Zone – If setup, assign a specific work zone for the team to be assigned to
4. Color – Assign a color coordination to the team. This will be visible when scheduling the team to jobs
5. Member Name – Enter in the names of users you wish to add to the team here, then click the Add button to assign them.
6. Team Roster – Here, you can view and edit your team. The Supervisor button will indicate the team’s lead. By default, this will be the first user added to the team. The supervisor can be changed by clicking the circle next to the desired user. Users can also be deleted from this list by clicking the bin icon in the Action column.

Note: You will only be able to add previously created users to teams, as you will not be able to create users in the team setup. To add a new user to the team, the Users credentials will need to be created prior to team assignment; otherwise, they will not appear in the drop-down box for selection

Inviting Users

In the Company Users section, click the Invite Users button.

Once clicked, you’ll have the following options available to you:

• First, Middle, Last Name – Enter your employee’s name in these fields
• Email – Enter a valid email address to send this request to your employee. This will also be the assigned email and password for this user account
• Third Party – Use this toggle to denote whether this user is a third-party contractor
• Role – Assign this user a role from within your account. During this invitation process, only one role can be selected at a time, any additional roles will need to be added later on

Once you have finished entering your information, click Invite to send the invitation link to your desired employee

Now that your invitation has been sent, you can view a log of all user invites sent. Return to the Company Users menu and click the Invited Users tab.

In the Invited Users tab, you’ll see a list of all invites currently sent, including the employee name, the type of user, the role assigned to the user, the date the invitation was sent, the user’s email, and the ability to resend or delete the invitation.

And that will conclude how to setup employees. We hope this helps you along in your ServiceWorks Journey!

Need More Assistance?
Contact us:
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Email: support@service.works
Phone: 636-220-4363 Ext #1