Overview
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 (HCP Web Portal)
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.
Fill out the grey text boxes under the 'Employee Details' section to enter your employee's first and last name (required), email address (required), and mobile number (optional).
Click on the 'Select Image' button to upload your employee's profile picture.
This will open the File Explorer on your computer. Select an image, then click 'Open' in the bottom right corner of the File Explorer window.
Click on the 'Employee color' dropdown to set your employee's color.
Your employees' colors are used on your calendar to indicate which employee is assigned to a particular job.
Click the 'Employee tags +' button to enter any employee tags.
Employee tags can be used to organize your team members based on their roles, specialties, experience levels, or location.
Under the 'Role' section of the "Add Employee" page, select your employee's role based on their responsibilities in the company:
Admin/Owner
Office Staff
Field Tech
Permissions listed under the 'Permissions' section will be updated depending on the role chosen. Check or uncheck the boxes next to each permission to enable/disable certain access.
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. Your employee will then be added to your HCP account, and an invite link will automatically be sent to your employee via email and SMS (if a mobile number was provided).
Add an Employee (HCP Mobile App)
If you need to add an employee while you're on the go, you can easily do so from the HCP mobile app by following these steps:
|
 |
Please Note: Employee 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.
How to Access Your HCP Account Using the Employee Invite Link
Once you have clicked the 'Save and Send Invitation' button, employees will receive their employee invite link via email and SMS. This link allows employees to access their employee profiles in your Housecall Pro account.
To access the Employee 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 Employee 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 Note:
If your employee has a virus scanner in their email, the link will show that it has expired when your employee 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 Employee Invite Link shows that it has expired:
|  |
Editing Employee Profiles
In the following sections, we'll cover how to update an employee's profile information (personal details), upload profile pictures, edit an employee's calendar color, and change employees' roles & permissions.
Update an Employee's Personal Details
To update an employee's personal information:
Navigate to your Account Settings by clicking on the gear icon in the top right corner of your Housecall Pro account and select 'Employees & permissions' from the menu on the left. This will take you to your Employees page.
From your Employee page, click on the gray pencil icon to the right of the employee profile you'd like to edit.
You'll then be taken to your employee's 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 profile picture.
Update their phone number and email address.
Click the blue 'Save' button at the bottom of the page after updating, and you're all set!
Upload a Profile Picture
To upload an employee's profile picture:
On your employee's Personal Details page, click on the 'Select Image' button under your employee's current profile picture or initials.
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 the blue 'Save' button at the bottom of the 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 an employee's color:
Click the 'Employee color' dropdown on the employee's 'Personal details' page.
A small color-selection menu will appear, where you can select a pre-set color, or click the gray '+' icon to choose a custom color.
If you select a custom color, be sure to click the blue 'Apply' button on the "Choose a custom color" window.
Finally, click 'Save' on the Personal Details page to save the changes.
Change Employee Roles & Permissions
To change an employee's role or permissions:
Navigate to your Account Settings by clicking on the gear icon in the top right corner of your HCP account. Then, select 'Employees & Permissions' from the menu on the left side of your screen.
Next, click on the pencil icon to the right of the employee profile that you'd like to edit the role or permissions for.
Select 'Permissions' from the menu on the left. From here, you can:
Change your employee's role to Admin/Owner, Office Staff, or Field Tech by clicking on the respective radio buttons.
Update your employee's permissions by clicking on the checkboxes next to each permission.
Once you have set up your employees' roles & permissions, click the blue 'Save' button at the bottom of the page.
Please Note:
After updating an employee's role or permissions,
the employee 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 the Roles & Permissions available, check out our Help Article, "Employee Roles & Permissions Explained" in the HCP Help Center.
Set 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.
Archive an Employee Profile
You can easily delete an employee profile 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.
❗Important:
Before archiving/deleting an employee, 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).
Next, click on the trashcan icon in the top right corner of the "Personal details" page, to the right of the 'Remote Logout User' button.
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 employee list.
After deleting an employee's profile, the employee:
Will not be removed from any future or past jobs that they are assigned to.
Will be logged out of your Housecall Pro account and will not be able to log back in unless their employee access is restored.
Please Note: Archiving an employee 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.
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 yourself 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 in the top right corner of the "Personal details" page.
The employee will immediately be logged out of their account on the web portal and mobile app.
Please Note: The employee who has been remotely logged out can immediately log back in. You can change the email address associated with the employee account AND delete the employee profile to prevent them from logging back in.
Restore an Employee Profile
If you've accidentally deleted an employee profile, or have re-hired a former employee, you can restore their employee profile in 5 easy clicks. Just follow these steps:
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 corner of the page, 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.
Resend an Employee Invite Link
To resend an invite link to an employee:
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:
From your Employees page, click on the paper airplane icon to the right of the screen, and the link will be sent to your employee right away.
Please Note: Resending an Employee Invite link to Field Tech employees will redirect them to download or open the HCP Mobile App.
Video Tutorials
How to Add an Employee:
Employee Set Up & Permissions FAQs:
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).
Check out these tips on attracting great employees to your company.