Managing Users (Add & Edit Team Members)

Last updated July 6, 2026 · Owners and admins

The Users tab in Settings is where you invite office staff and crew leads and control what they can access. New users receive a temporary password by email and sign in with their email address. This is step two of first-time setup — see Getting Started.

Before you start

  • Open Settings from the left sidebar or the gear icon in the top-right, then click the Users tab.
  • You’ll need each person’s first name and a unique email address — the email doubles as their username, and an address already registered in the system can’t be reused.
  • Email delivery must be set up on your account for the invitation (temporary password) email to send. If it isn’t, the user is still created — see Troubleshooting.

Add a user

  1. On the Users tab, click Add User. The Add User window opens.
  2. Fill in First Name (required), Last Name, and Email (required, must be a valid email address).
  3. Set the access checkboxes:
    • User App Access — can sign in to the main (office) application. Checked by default.
    • User Mobile App Access (shown if the mobile crew app is enabled) — can sign in to the crew mobile app. Checked by default.
    • Mobile Admin Access (shown if the mobile crew app is enabled) — company-wide mobile access without being assigned to a crew. Off by default.
  4. Click Save changes (or Close to cancel).

What happens next

The user is created and a temporary password is emailed to them, with a confirmation banner: “User created. A temporary password was emailed to [their email].” They sign in with their email and that temporary password, then can change it from Settings → Password Change. The new user appears in the Users table showing their name, email, and access columns.

Edit a user

  1. In the Users table, find the person and open the Action dropdown on their row, then click Edit. The Edit User window opens pre-filled.
  2. Update First Name, Last Name, or Email.
  3. Optionally enter an Applicator license # — the pesticide applicator license shown on chemical application (EPA) logs. Relevant if this user performs chemical applications; see Chemical Logs.
  4. Adjust the access checkboxes (User App Access, and the mobile options if shown).
  5. Click Save changes.

What happens next

You return to Settings with a “User updated.” confirmation. If you changed the email, the new address takes effect immediately and is what they use to sign in. If the email change fails or the address is taken, an error banner explains it and their other details are not changed — re-open Edit and try again.

Tips & best practices

  • One email per person. Emails must be unique across the whole system, so shared inboxes like office@ can only be used once.
  • Add applicator license numbers up front for anyone who applies chemicals — the number prints on EPA application logs automatically.
  • Use Mobile Admin Access sparingly — it grants visibility across all crews in the mobile app, which is meant for owners and supervisors.
  • If the invite email doesn’t arrive, the user can always use “Forgot your password?” on the login page to set a password themselves.

Troubleshooting

  • “Please enter the user’s first name.” — First Name is required; fill it in and save again.
  • “Please enter a valid email address.” — the email must be a standard format like name@example.com.
  • “A user with this email address already exists.” — that email is already registered (possibly by another account). Use a different address.
  • “The user was created, but the invitation email could not be sent / failed to send.” — the account exists but no temporary password was delivered. Have the user click “Forgot your password?” on the login page to set their password, or contact support.
  • No “Deactivate” or “Delete” option — the Action menu currently offers Edit only. To lock a person out, edit them and uncheck User App Access (and mobile access); contact support if you need an account fully removed.

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