Setting Up Your Employees: Logins and the Marketplace

Add an employee, give them a login, and get them active on the marketplace

This guide walks you, the employer, through bringing an employee onto Service Envoy from start to finish: adding them, giving them their own login, and getting them active on the marketplace so they can take paid Site Visits. Follow the steps in order. Each one builds on the last.

Before you start

• Who can do this: anyone with both the Add Employees and Manage Users permissions, because every employee gets their own login as they're added. By default that's the Owner, Admins and Accounting. Accounting can give non-admin roles only, and only the Owner can make someone an Owner or Admin.

• What to have ready: the employee's first and last name, mobile phone, personal email, SSN and home address, plus their company email and office number if they have them. You choose which email becomes their login, so use one they actually check.

• User seats: every login uses a seat on your plan. The Service Company plan includes 5. If you're full, add seats from Subscription & Plan.

• Employees only: this is for your own W-2 staff. Independent 1099 technicians shouldn't be added as employees. Invite them to your Private Network instead (see Building Your Private Technician Network).

Step 1: Add the employee

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

2. Fill in First Name, Last Name, Mobile Phone, Email and SSN. All are required.

3. Enter their Home Address (required; type the ZIP first and the city and state fill in). Optional, but worth doing now: fill in Work Contact Details (office number, extension, company email, work mobile) and click Add Emergency Contact? to add someone to call in an emergency. Each becomes its own record on the employee: Personal, Work and Emergency Contact on the Contacts tab, and the home address on the Addresses tab. No separate work email? Use their personal email in both places: one employee can have the same email on several of their own contacts, but no two employees can share one.

4. Set Date Hired to their real start date.

5. Pick their Time Zone: where they actually work, not where your office is. It drives their calendar, timesheet and clock-in times.

6. If they drive a company vehicle, choose it under Assigned Vehicle.

Don't save yet. The next step is on the same form.

Step 2: Give them a login

At the bottom of the form is the Login Access card. It creates the employee's login at the same time you save them.

1. Will this person perform onsite service calls? Answer Yes for anyone who does field work. It gives them the Technician role so they can be assigned to Site Visits, and when you save we open their Marketplace Profile so you can fill in and activate their technician profile. Answer No, office only for office staff.

2. Choose their Login email: the Company email (picked for you when you entered one under Work Contact Details) or their Personal email if your company doesn't use work email. Every employee gets their own login, and the invite to set a password goes to this address.

3. Choose their Role. Pick the highest role they need as their main role:

   • Technician for field techs. They see their own assigned Site Visits, check in and out, and complete work.

   • Project Manager, Staff, Accounting or Admin for office people. If one of them also goes into the field, answering Yes above adds the Technician role alongside, and they keep everything their office role allows.

   • Read Only can only look, and can never be assigned to Site Visits.

4. Click Add Employee. (Resource Type, Status, Entity Type, Sub Type and Date Added are preset for an employee and shown read-only in the Defaults card at the bottom.)

Service Envoy emails the employee a link to set their own password. You never handle their password, and it proves the email address works. The link is good for 7 days.

Already added the employee without a login? Open their record. The Login & Roles section on the Main tab shows whether they have a login, their roles, and whether they can be assigned to Site Visits. Click Create login there (or use Admin → User Management → Create User Account).

Step 3: Make sure they've signed in

• On Admin → User Management, a new user shows an amber Invite pending until they set their password. They can't sign in until then.

• Invite lost or expired? Click the paper-plane button on their row (Resend the set-your-password invite). If the email was wrong, fix it with the pencil icon first, then resend.

• Once they've set a password, they sign in at serviceenvoy.com. A technician lands on their own work.

Step 4: Company setup for the marketplace (one time)

A few marketplace requirements belong to your company, not to each employee. Do these once and they count for every employee you activate.

• W-9 (required): your company needs a W-9 on file. Open your own record and use the W-9 tab, or click Complete W-9 on any employee's activation checklist.

• Insurance (optional, strongly recommended): clients can filter for insured techs. Upload your company's certificate on your own record's Insurance tab, or click Upload insurance on the checklist.

• Payouts: marketplace pay for your employees goes to your company, not to the employee. Connect your bank once under Accounting → Tech Payments (Set up payouts on the checklist). Employees can be activated and take work before this, but earnings are held until it's connected.

Step 5: Set up the employee's marketplace profile

Open the employee's record and click the Marketplace Profile tab. The first card, Technician Marketplace Status, has a Requirements to be active checklist. Each item turns green when it's done.

1. Marketplace contact (required): the name, email and mobile number a client sees once a Site Visit is assigned. In the Marketplace Contact card, choose the employee's contact, even if it's the only one. Choosing it confirms these are the details to share.

2. Marketplace address (required): where they work from. Choose it in the Marketplace Address card. Clients only see the city and state until a job is accepted.

3. Has their own login (required): already done in Step 2. If it isn't green, click Create login in Admin → Users.

4. Minimum rate and notification distance: once their profile is active, set Minimum Hourly Rate and Max Distance for Available Work Notifications for this employee. It sets how far away a job can be and still reach them: farther work doesn't notify them or put them on a client's Offer list. (Until the profile is active, everything below the marketplace contact and address is locked.)

Step 6: Have the employee fill in their skills

Clients pick technicians by what's on their profile, so a full profile wins more work. The employee fills in these themselves, which saves your office the data entry:

• Skills, tools, licenses and certifications (with the documents), a short bio, and the repair types they do and don't do.

• To get there, they open My Account (click their name at the top of the menu), click My Tech Profile under My Profiles, then the Marketplace Profile tab.

You can fill these in for them too, from the same tab on their record. An employee can't change the activation items (contact, address, rate, notification distance) or switch their own profile on. Those stay with the Owner, Admins and Accounting.

Step 7: Activate the employee

1. When every required item is green, the panel at the bottom of the Status card turns green and reads Ready — activate this technician's profile.

2. Click Activate Technician Profile.

3. The independent-contractor acknowledgement opens. You review and sign it as your company's authorized signer. Activation finishes right after.

The card now shows a green Active badge. The employee appears in client searches and can be offered and apply for marketplace work in their area.

Who can do what

• Owner, Admin, Accounting: everything on every employee, including activation.

• Project Manager: can view every employee's marketplace profile, and manage their own (activation included).

• Technician: fills in their own skills, tools, certifications, bio and repair types. Can't activate.

Common questions

Why is the Activate button grey?
A required item isn't done yet. The panel says how many are left. Usually it's the company W-9, the contact or address that hasn't been chosen, or a login the employee hasn't set up.

Does my employee see what the marketplace pays?
No. Employee technicians don't see Site Visit pay. The money goes to your company.

Do I need a login for an office person who never goes on site?
Yes. Every employee gets their own login. Answer No, office only to the onsite question and they get a login without the Technician role.

Can I turn an employee off the marketplace?
Yes, any time: the activation panel becomes an on/off switch once they're active. Turning it off means the acknowledgement is signed again next time you activate them.

An employee left the company. What do I do?
Disable their login on Admin → User Management. Their record, timesheets and Site Visit history stay intact.

For more detail, see Adding an Employee User Account, User Roles & Permissions and Setting Up & Activating Your Technician Marketplace Profile.