Inviting, editing and deactivating team members

Availability: all plans

You add a person to your business by inviting them with their email address. ServiceVisit creates the sign-in, emails an invitation, and gives the person the roles you chose. This guide covers inviting a team member, resending an invitation, editing their details, and deactivating or reactivating them.

Before you start

You need the permission to manage users. Without it, the Users page under Settings is not shown.
Choosing roles on the invitation form works for everyone who can open it. The follow-up page that adjusts roles afterward needs the permission to assign roles.
Have the person's email address, first name and last name. The email address becomes their username.

Steps

Open Settings, then Users, and select Invite Team Member.
Under Roles, tick every role this person performs. At least one is required, and you can change them later.
Enter Email Address, First Name and Last Name. Job Title is optional.
If your business has more than one location, choose a Location. Leaving it on Primary location (default) assigns the primary one.
If you keep vehicles in inventory and ticked a field role, the optional Vehicle field appears. The vehicle's stock becomes that person's truck stock.
Select Create User. ServiceVisit emails an invitation and opens the Manage Roles page for the new person so you can add more roles.

The page states that the invitation link expires in 24 hours and that the person sets their own password from it.

Resending, editing and deactivating

On the Users list, a person who has not accepted shows the status Invited. Select the mail icon (Resend Invitation) on their row, or Resend Invitation on their details page.
To change a name, email or job title, open the person and select Edit User. Changing the email triggers a verification email to the new address. Select Save Changes.
To stop someone signing in, select Deactivate User on their details page, or the deactivate icon on an Active row, and confirm. The message reads: Are you sure you want to deactivate this user?
To bring them back, select Reactivate User. It appears for people whose status is Inactive.

On the Edit page the Status field offers Active and Inactive. The page says inactive users cannot log in but their data is preserved, and you can reactivate them any time.

Tips

On the Users list, filter by Search, Role and Status, and tick Include inactive users to see people who have left.
A person with no roles shows No roles assigned and has limited access. Give them a role from the Manage Roles link.
Recording a person's skills and licenses is a separate page, reached from Manage Qualifications on their details.

If something goes wrong

The invitation did not arrive: check the email address on the person's details, then resend it.
The link has expired: resend the invitation.
Select at least one role appears on the form: tick a role and submit again.
The roles list shows No roles are available for your account yet: nothing can be assigned until that is resolved, so contact support.

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