Service Pros: How to Set Up Employee Roles and Add Employees

Give your staff their own logins with the right access. You create roles first, then add employees and give each one a role.

Before you start

• Employees and Employee Roles are on Service Pro Standard only. On Service Pro Lite these pages show Module Not Found with an Upgrade Subscription button.
• The company owner can always manage employees and roles. An employee needs the Employees permission (under Employee Management) and the Employee Roles permission (under Settings) to do this.
• For each employee, have ready: first and last name, email (this will be their login), phone, home address with a 5 digit zip code, whether they are insured, which role(s) they should have, and their working hours (optional).

How roles work

• A role is a named set of permissions: what someone can see and do.
• An employee can have one or more roles. Their access is all of their roles combined.
• Predefined Roles are built in. You can view them but not change or delete them.
• Custom Roles are roles you create. You can view, edit and delete them.

1. Create a custom role

1. Go to Settings → Employee Roles.
2. Click New Employee Role in the top right.
3. Enter a Role Name and Role Description, then click Next.
4. On Permission Level, use the Features Access and Settings Access tabs. Click the badge next to each item to change its level. Everything starts at No Access.
5. Click Save Changes. You will see Employee Role Added Successfully. Click Check Roles to see it on the Custom Roles tab.

Features Access covers Dashboard, Tasks, Work Orders, Landlords, Reports, Files, Chat, Customer Queries, Mileage, Receivables, Transactions and Employees. Settings Access covers Personal Information, Login & Password, Notification, Company Information, Employee Roles, Delete Account, Connected Account and Subscription.

To change a custom role later, use the ⋮ menu on the role and choose View, Edit or Delete.

2. Add an employee

1. Click Employees in the sidebar, then click Add Employee.
2. Fill in Employee Information: First Name, Last Name, Email, Phone No, Address (pick from the suggestions to fill in city, state and zip), Country (USA only), City, State, Zip Code, Are You Insured? and Select Roles. A profile photo and middle name are optional.
3. Click Next.
4. On Working Hours (optional), Set your Timezone, switch on each working day and enter From and To times, or tick 24 hours. The ⋮ menu on a day copies it to Weekdays or Every Day.
5. Click Complete. The employee is saved now.

The employee is only saved when you click Complete on the second step. If you close the window after the first step, nothing is saved.

3. What your employee does next

1. They get an email from DigitalTenant with a link to set their password.
2. On the Set Password page they enter Create new password and Confirm Password, then click Set Password. The password needs at least 8 characters, a number, an uppercase letter and a special character.
3. They click Go to Login and log in on the Service Pro login page, the same one you use.

They only see the menu items and buttons their roles allow. Items they can't use show as locked in the sidebar.

4. Manage employees later

On All Employees, use the ⋮ menu on an employee:

• View: see their Overview and Permissions. The Permissions tab shows their combined access and can't be edited there. To change it, change their roles or edit the role.
• Edit: change their details, roles or working hours.
• Delete: remove them. You can also tick several rows and click Delete at the top.

Good to know

• If you see Please select employee roles, pick at least one role. If none fit, create a custom role first.
• If you see Could not create employee!, the email may already be in use. Try a different email, or check if they are already an employee.
• If your employee didn't get the email, ask them to check their spam folder.
• If your employee sees Please choose another password, their password is missing a number, an uppercase letter, a special character or is under 8 characters.
• If an employee sees an Access Denied pop-up or can't see a page, check their Permissions tab, then add the access to one of their roles.
• To delete a role, first remove it from any employees who have it.
• If an employee can't be deleted yet, the reason shows in the delete window. Do what it says, then try again.
• Payment Disputes needs two permissions: Transactions (under Accounting) and Work Orders (under Maintenance). Give an employee View on both if they need to open it.

Need help?

Email us at support@digitaltenant.com, or use the Help button in the bottom-right corner of your dashboard.