Managing your employees' profiles is an important step in ensuring that your business runs as smoothly as possible. In this article, we'll go over how to add employees to your Housecall Pro account, edit existing employee profiles, set up roles & permissions, delete employee profiles, and restore deleted employee profiles.
Add an Employee
To add an employee to your account:
First, navigate to your Account Settings by clicking on the gear icon in the top right corner of your Housecall Pro account.
Next, select 'Employees & permissions' from the menu on the left. This will take you to your Employees page.
From here, click the blue 'Add Employee' button on the right. This will take you to the 'Add Employee' page, where you can enter your employee's information, upload a profile picture, change their employee color, and set up their role & permissions.
Once you've entered your new employee's information, click on the blue 'Save and Send Invitation' button in the top right corner of the screen to save your new employee. An invite link will automatically be sent to them via email and SMS.
Edit an Existing Employee Profile
To edit an existing employee profile:
First, click on the gray pencil icon to the right of the employee profile you'd like to edit. This will take you to the Personal Details page where you can:
Update your employee's first and last name.
Change their employee color by clicking on the 'Employee color' dropdown.
Add or remove employee tags.
Upload a new profile picture.
Update their phone number and email address.
Be sure to click the blue 'Save' button at the bottom of the page after updating.
If you need to update your existing employee's role or permissions, select 'Permissions' from the menu on the left. From here, you'll be able to change your employee's role to Admin/Owner, Office Staff, or Field Tech and apply the permissions needed.
Setting Up & Updating Employee Profiles
In this section, we'll go over the instructions for how to set up employee profiles for new employees and how to update existing employee profiles.
Upload an Employee's Profile Picture
To upload a profile picture for a new employee, click on the white and blue 'Select Image' button on the left side of the 'Add Employee' page.
To upload a profile picture for an existing employee, click on the 'Select Image' button under your employee's current profile picture or initials on the Personal Details page.
Select an image from your computer by double-clicking the file, or by clicking 'Open.'
A pop-up window will appear where you can crop, rotate, or adjust the size of the image as needed.
Once your adjustments are made, click the blue 'Save' button at the bottom of the pop-up window to save the image to your employee's profile.
Set your Employee's Color
Your employees' colors are used on your calendar to show which employee is assigned to a particular job.
To set a color for a new employee, click on the 'Employee color' dropdown on the left side of the 'Add Employee' page, under the 'Select image' button.
To update the color for a current employee, click on the 'Employee color' dropdown on the 'Personal details' page:
A small color-selection menu will pop up, where you can select a pre-set color, or click the gray '+' icon to choose a custom color.
If you selected a custom color, be sure to click the blue 'Apply' button to save the changes.
Set up your Employees' Role & Permissions
When adding a new employee or editing an existing employee, you can adjust the employee permissions for each employee individually to set what they have access to in the system.
To set up your employees' roles & permissions:
First, navigate to your Account Settings by clicking on the Gear icon in the top right corner of your screen, next to your profile picture or initials:
Next, select 'Employees & permissions' from the menu on the left:
You will be taken to your Employee page. From here, you can:
Add a new employee and set their permissions.
Click on the grey pencil icon on the right side of the screen for the employee who you would like to set permissions for.
Once you have set up your employees' roles & permissions, click on the blue 'Save' button, or the blue 'Save and Send Invitation' button for a new employee:
After saving the changes to any roles or permissions, be sure that your employee logs out of and back into their account for the changes to apply.
***For a detailed explanation of the Roles & Permissions available, check out our Employee Roles & Permissions Explained Help Article.
Set up a Dispatch/Messaging POC (Point of Contact)
When a customer replies to an automated message from your company, the Dispatch/Messaging POC will receive that on their mobile app.
If they are not already, be sure to set the employee as Office Staff or Admin/Owner
Only ONE employee can be made the Dispatch/Messaging POC
Please note: Any messages sent by a customer after 'OMW' has been selected but before 'Finish', will be sent to the technician dispatched to the customer's job.
To set up a Dispatch/Messaging POC (Point of Contact):
First, navigate to your Account Settings by clicking on the gear icon in the top left corner of your screen, next to your profile picture or initials.
Next, select 'Employees & permissions' from the menu on the left.
From the Employee List, click on the grey pencil icon to edit your employee's profile.
From here, select 'Permissions' from the menu on the left, under your employee's name.
Check the box next to 'Dispatch/Messaging POC (Point of Contact),' then click the blue 'Save' button to save the changes.
Delete an Employee Profile
You can easily remove an employee from your Housecall Pro account by following these steps:
First, navigate to your 'Account Settings' by clicking on the gear icon in the top right corner of your Housecall Pro account.
Next, select 'Employees & permissions' located on the left side navigation menu.
Click on the gray pencil icon to the right of your screen for the employee who you would like to delete.
*Please note: Before deleting an employee, add the word 'archived' to the beginning of their employee email address, and save the changes. This will allow that user's email address to be released from our system (example: archivedjarededwards@gmail.com).
Next, click on the trashcan icon to the right of the 'Remote Logout User' button. A pop-up window will appear to confirm the change.
Click the "Delete Employee" button to confirm. The profile will be deleted immediately and you will return to the employee list.
Remotely Logout Employees
In some cases, you may need to log yourself or your employee out of your Housecall Pro account remotely.
To remotely log you or your employees out of your Housecall Pro account:
Head to your Account Settings by clicking on the gear icon in the top right corner of your HCP account.
Select 'Employees & permissions' from the menu on the left, and click on the name of the account user who you'd like to log out remotely.
Click on the 'Remote Logout User' button next to the gray trashcan icon. By clicking 'Remote Logout User,' the employee will immediately be logged out of their account on the web portal and mobile apps.
Note: The employee who has been remotely logged out can immediately log back in.
However, you can change the email address associated with the employee account AND delete the employee profile to keep them from logging back in.
Restore an Employee Profile
If you've accidentally deleted an employee profile, fear not! You can restore the employee's account with less than 5 clicks.
First, go to your Account Settings by clicking on the gear icon in the top right corner of your Housecall Pro account.
Next, select 'Employees & permissions' from the menu on the left.
On the Employees page, click on the 3 vertical dots in the top right, next to the blue 'Add Employee' button. From the dropdown menu, select 'Restore employees.'
From the Archived Employees page, click on the clock symbol to the right of the employee profile that you'd like to restore.
You will now see your employee's restored profile on your Employees page.
FAQs
Why don't I see a pencil icon next to my employee's profile?
If you do not see the pencil icon to edit your employees' profiles, your browser may not be in full-screen mode. In this case, use the scroll bar at the bottom of your web browser and scroll to the right. If the pencil icon still doesn't appear, please reach out to our Support team via the Blue Chat Bubble in your account.
What happens to Job History when I delete an Employee?
Once an employee is deleted, they will be removed from the schedule and they will no longer be able to access your Housecall account. However, the employee’s personal information will be archived. All past and future jobs and estimates assigned to the deleted employee will remain on the calendar. You can reassign them to a different employee to remove the deleted employee from the calendar.
I deleted a Field Tech from my account and now their times aren't showing up on past jobs. What happened?
When a Field Tech is deleted, their time will no longer display the time tracked on jobs. You can still see the history of who was assigned at the time, but not the time-tracking part.
Why is my Field Tech having trouble logging into the web browser?
Field Techs are only able to log in via the mobile app and not the web browser. If access to the web browser is needed, you may choose to update your Field Tech's role to Office Staff, with reduced permissions if needed. In this case, your Field Tech will still be able to complete the same functions while in the field while having access to the web browser. (Office Staff members may have access to see increased amounts of Company data, such as customer history and pricing).
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