Adding an Employee User Account

Give an employee their own login — from employee record to first sign-in

Every Service Envoy login is attached to an employee record. Think of it as two steps: first you add the person (the employee record — their name, contact info, and hire details), then you issue their login (the user account — an email and a role). This article walks through both, start to finish.

Before You Start

• You'll need an Owner, Admin, or Accounting role to create user accounts. (Accounting can create users with non-admin roles only, and only the Owner can give someone the Owner or Admin role.) Adding the employee itself needs both the Add Employees and Manage Users permissions, which those same roles have by default.

• Have the employee's email address, mobile phone, and SSN ready — all three are required on an employee record. The email becomes their login username.

• User accounts count toward your plan's user limit. If you've reached it, you can add user seats or upgrade from Subscription & Plan.

Step 1 — Create the Employee Record

1. Go to Resources → Employees and click "Add Employee".

2. Enter the person's First Name, Last Name, Mobile Phone, Email, and SSN (all required). The email you enter here is saved to the employee's Contacts tab — that's the list the user account pulls from in Step 2, so double-check it's correct.

3. Resource Type, Status, Resource Entity Type, Resource Sub Type and Date Added are preset for an employee. You'll see them read-only in the Defaults card at the bottom of the form. Enter their Home Address too; it's required.

4. Set the Date Hired to their actual hire date (it can be earlier than the Date Added, which defaults to today).

5. Select the employee's Time Zone. This drives their calendar, timesheet, and clock-in/clock-out calculations, so pick where they actually work — not where your office is.

6. If they'll drive a company vehicle, pick it in Assigned Vehicle so it's available on their check-in forms and mileage logs. (Add the vehicle on the Vehicles form first if it's not listed.)

7. Click Add Employee. You'll land on the new employee's record.

Tip: the Add New Employee form's Login Access card does Step 2 for you as you save the employee, so for a new employee you can skip it. Step 2 is for an employee added before logins were required.

Step 2 — Create the User Account

1. Go to Admin → User Management and click "Create User Account".

2. Select the employee from the dropdown. Only active employees (and vendors) who don't already have a login appear here — if your new employee is missing, see the troubleshooting list below.

3. Select their email from the employee's contact records. This becomes their login username.

4. Select their role. The role controls what they can see and do — for example, Technician for field techs (they see only their own assigned work), Staff for office and dispatch, Accounting for financials. For the full description of every role, see Employees, Vendors, Technicians, and Users.

5. Answer Will this person perform onsite service calls? Yes adds the Technician role alongside an office role so they can be assigned to Site Visits. A Technician always can; Read Only never can.

6. Password (optional) — we recommend leaving it blank. When it's blank, Service Envoy emails the employee an invite link to set their own password. That's the safer choice: you never handle their password, and it proves the email address actually works. If you type a password instead, no invite is sent and you'll need to pass the password on to them yourself. The box is never pre-filled.

7. Click "Create User Account". If an invite went out, you'll see a confirmation naming the address it was sent to.

Step 3 — First Sign-In

1. If you left the password blank: the employee opens the invite email and sets their own password. The link is good for 7 days. Until they do, their row on User Management shows an amber Invite pending status — they can't sign in yet.

2. If you set a password: give the employee their login email and password yourself.

3. They sign in at serviceenvoy.com. What they see on first login depends on the role you chose — a technician lands on their own work, while office roles see the operational pages.

Invite not received or expired?

On User Management, a user showing Invite pending has a paper-plane button on their row (its tooltip reads Resend the set-your-password invite). It sends a fresh link and cancels the old one. If the email address was wrong, fix it first with the Edit (pencil) icon, then resend. If the invite couldn't be delivered when you created the account, you'll be told right away so the account doesn't sit unused.

Employee Not Showing in the Dropdown?

• No contact with an email address. The account needs an email to use as the username. Open the employee's record, go to the Contacts tab, and add a contact with their email.

• They already have a user account. Each employee record links to exactly one login. Manage the existing account from Admin → User Management instead.

• The employee record is inactive. Only active employees can be issued a login.

After the Account Exists

Everything else happens on Admin → User Management: change a user's role, reset their password, or disable the account when someone leaves. Changing roles, resetting passwords, and deleting a login are limited to the Owner and Admin roles. Disabling or deleting the login does not delete the employee record — their history, timesheets, and site visit records stay intact. See Managing User Accounts & Login Emails for the details.

A note on contractors: employee accounts are for your W-2 staff. If you work with independent 1099 technicians, don't add them as employees — invite them to your private technician network instead (see "Building Your Private Technician Network"). Network techs get their own independent account and never have access to your company's internal data.