Managing your team members' 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 team members to your Housecall Pro account, edit existing team member profiles, set up roles & permissions, delete team member profiles, and restore deleted team member profiles.
Add a Team Member (HCP Web Portal)
To add a team member to your account:
Click the gear icon in the top right corner of your account to access your Settings.
Select Team & permissions from the menu on the left.
Click the blue Add team member button on the right.
Personal Details: Enter your team member's preferred name, last name, email address, and mobile number.
Avatar and tags: Upload your team member's profile picture, set their team member color for your calendar, and add any tags.
🛠️ Pro Tip:
Team member colors are used on your calendar to indicate which team member is assigned to a particular job.
Team member tags can be used to organize your team members based on their roles, specialties, experience levels, or location.
Role: Select your team member's role based on their responsibilities in the company:
Admin
Office Staff
Field Tech
Permissions: Updated depending on the role chosen. Check or uncheck the boxes next to each permission to enable/disable certain access.
When you're ready, click the Save button in the top right corner of the page. Your team member will then be added to your account, and an invite link will automatically be sent to them via email and SMS.
Add a Team Member (HCP Mobile App)
If you need to add a team member while you're on the go, you can easily do so from the HCP mobile app by following the steps below.
To add a team member via the HCP mobile app:
Tap the More icon in the bottom right corner of your screen.
Select Company setup > Employees.
Tap the Add manually button.
Enter your team member's information and choose their role in your company.
To set your team member's role as Office Staff or Field Tech, tap on the radio button under Permissions next to either option.
To set your team member's role as an Admin, tap the Save as admin checkbox. If this option is selected while either the Office Staff or Field Tech radio buttons are selected, the team member will be set up as an Admin.
When you're ready, tap Save in the top right corner of your screen. Your team member's profile will now be saved in your Housecall Pro account.
📌 Note: Permissions are currently not available to edit on the HCP mobile app. To edit specific permissions, you'll need to access your Housecall Pro account via your web browser.
Access Your HCP Account (Invite Link)
After setting up a new team member's profile, they will receive their invite link via email and SMS. This link allows team members to access their profiles in your Housecall Pro account.
To access the Team Member invite link via SMS:
Tap on the invite link from the SMS you received from Housecall Pro.
If you haven't downloaded the HCP mobile app yet, the link will direct you to your app store to download it.
If you have already downloaded the HCP mobile app, the app will open and prompt you to set up your password.
To access the Team Member invite link via email:
Open the email you received from Housecall Pro (notifications@housecallpro.com) and click or tap on the Go to Housecall Pro button.
Admins and Office Staff will be directed to log into the HCP web portal.
Field Techs will be directed to download the HCP mobile app if it hasn't been downloaded yet. If the HCP mobile app has already been downloaded, the app will open and will prompt the user to set up their password.
Important: If your team member has a virus scanner in their email, the link will show that it has expired when your team member attempts to access it, because the virus scanner triggers the link and causes it to act as though it has already been accessed.
If your Team Member Invite Link shows that it has expired:
Copy the URL from your email and paste it into your browser search bar by pressing and holding the Go to Housecall Pro button in your email.
Tap Copy Link from the options that appear.
Open a web browser on your mobile device and paste the link into the search bar.
You should then be directed to download the HCP mobile app, or to set up your password if the app has already been downloaded.
Editing Team Member Profiles
In the following sections, we'll cover how to update a team member's profile information (personal details), upload profile pictures, edit a team member's calendar color, and change a team member's role/permissions.
Update a Team Member's Information
To update a team member's personal information:
Click the gear icon in the top right corner of your account to access your Settings.
Select Team & permissions from the menu on the left.
Click the team member's name, or the pencil icon to the right of the team member's profile you need to edit.
You'll then be taken to the team member's Personal details page.
Click Edit in the Personal section.
From here, you can edit the team member's:
Preferred name
Last name
Phone number
Email address
Click Save in the top right corner of the page after updating, and you're all set!
Upload a Profile Picture
To upload a team member's profile picture:
Click the gear icon in the top right corner of your account to access your Settings.
Select Team & permissions from the menu on the left.
Click the team member's name, or the pencil icon to the right of the team member's profile you need to edit.
You'll then be taken to the team member's Personal details page.
Click Edit in the Avatar and tags section.
Click the Select image button under your team member's current profile picture.
A file explorer window will then appear on your screen.
Select an image from your computer by double-clicking it or by clicking the Open button on your file explorer window.
Once the image has been uploaded, the Crop your image window will appear, where you can crop, rotate, or adjust the size of the image as needed.
Once your adjustments are made, click Save in the bottom right corner of the window.
Click Save once again in the top right corner of the Edit avatar and tags page to finalize the changes, and you're all set!
Set Your Team Member's Color
Team member colors are used on your calendar to show which team member is assigned to a particular job.
To set a team member's color:
Click the gear icon in the top right corner of your account to access your Settings.
Select Team & permissions from the menu on the left.
Click the pencil icon to the right of the team member's profile you'd like to edit.
Click Edit in the Avatar and tags section.
Click the Team member color drop-down.
A small color-selection menu will appear, where you can select a preset color or click the + icon to choose a custom color.
If you select a custom color, be sure to click Apply in the Choose a custom color window.
Finally, click Save on the Edit avatar and tags page to save the changes.
Change Team Member Role & Permissions
To change a team member's role or permissions:
Click the gear icon in the top right corner of your account to access your Settings.
Select Team & permissions from the menu on the left.
Click the team member's name, or the pencil icon to the right of the team member's profile you need to edit.
Select Permissions from the menu on the left. From here, you can:
Change your team member's role to Admin, Office Staff, or Field Tech by clicking on the respective radio buttons.
Update your team member's permissions by clicking on the checkboxes next to each permission.
Once you have set up your team members' roles & permissions, click the blue Save button at the bottom of the page.
📌 Note: After updating a team member's role or permissions, they will need to log out of and back into their Housecall Pro account for the changes to apply.
📖 Help Center Article: For a detailed explanation of Roles & Permissions, check out our Help Article, "Employee Roles & Permissions Explained."
Assign a 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 team member as Office Staff or Admin.
Only ONE team member can be made the Dispatch/Messaging POC.
📌 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):
Click the gear icon in the top right corner of your account to access your Settings.
Select Team & permissions from the menu on the left.
Click the pencil icon to the right of the team member's profile you need to edit.
From here, select Permissions from the menu on the left, under your team member's name.
Check the box next to Dispatch/Messaging POC (Point of Contact), then click the blue Save button to save the changes.
📌 Note: When a new POC is assigned, the previous POC’s permissions will be automatically disabled.
Archive a Team Member's Profile
You can easily delete a team member's profile from your Housecall Pro account by following these steps:
Click the gear icon in the top right corner of your account to access your Settings.
Select Team & permissions from the menu on the left.
Click the pencil icon to the right of the team member's profile you need to delete.
❗Important: Before archiving/deleting a team member's profile, add the word "archived" to the beginning of their email address and save the changes. This will allow that user's email address to be released from the system
(example: archivedjohnsmith@gmail.com).
Click the Archive user button at the top of the Personal details page.
A pop-up window will appear to confirm the change.
Click the Archive employee button to confirm. The profile will be deleted immediately, and you will return to the Team member page.
After deleting a team member's profile, that team member:
Will not be removed from any future or past jobs that they are assigned to.
Will be logged out of your company's Housecall Pro account and will not be able to log back in unless their access is restored.
📌 Note: Archiving a team member's profile will not remove any additional logins from your plan.
📞 Contact HCP Support:
If you would like to remove any additional logins, please reach out to our Chat Support team via the Blue Chat Bubble in your account, or call our Phone Support team at (858) 842-5746.
Remote Log Out
In some cases, you may need to log yourself or a team member out of your Housecall Pro account remotely.
To log a team member out remotely:
Click the gear icon in the top right corner of your account to access your Settings.
Select Team & permissions from the menu on the left.
Click the team member's name, or the pencil icon to the right of the team member's profile you need to edit.
Click the Remote logout button in the top right corner of the page. The team member will then be immediately logged out of their profile on both the web portal (if applicable) and mobile app.
📌 Note: To prevent a team member from logging back in after they have been logged out remotely, you can change the email address associated with their account and delete their profile.
Restore a Team Member's Profile
If you've accidentally deleted a team member's profile or have re-hired a former team member, you can restore their profile in 5 easy clicks.
To restore a team member's profile:
Click the gear icon in the top right corner of your account to access your Settings.
Select Team & permissions from the menu on the left.
On the Team members page, click the More icon (3 vertical dots) in the top right corner of the page, next to the blue Add Team Member button.
Select Archived team members from the drop-down.
Click the clock icon to the right of the profile you need to restore - and that's it! Your team member's profile will then be restored in your account.
Resend a Team Member Invite Link
To resend an invite link to a team member:
Click the gear icon in the top right corner of your account to access your Settings.
Select Team & permissions from the menu on the left.
Click on the paper plane icon to the right, and the link will be sent to your team member right away.
📌 Note:
Resending an invite link to Field Tech team members will redirect them to download or open the HCP Mobile App.
The paper plane icon will not appear if a team member has logged in through the HCP mobile app.
Team Member Profile FAQs
Why don't I see a pencil icon next to my team member's profile?
If you do not see the pencil icon to edit your team members' 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 a team member?
Once a team member is deleted, they will be removed from the schedule, and they will no longer be able to access your Housecall account. However, the team member’s personal information will be archived. All past and future jobs and estimates assigned to the deleted team member will remain on the calendar. You can reassign them to a different team member to remove the deleted team member 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).
Check out these tips on attracting great employees to your company.
Having trouble finding what you need?
For further assistance, please reach out to our Chat Support team
via the Blue Chat Bubble in your Housecall Pro account, or
contact our Phone Support team at (858) 842-5746.