The French version of this article has been updated since it was translated. Read the French version
Edit a person's record: role, activities, removal
Open a team member's record to change their role or activities, correct their name and phone, act on several people at once, or delete an account.
The video for this guide is coming soon.
Each person in your company has a record: their role, their activities, what they can open, their documents and their history. Use this article when a person changes position, takes on a new activity, or leaves the company. Allow 2 minutes per change.
To add someone, see Invite your team. To hide screens or clients from a person, see Limit what a person sees.
Open a person's record
Step by step
- 1
Open the Settings › Access › Users menu.
- 2
Find the person: enter their name in "Search by name or email…", or click a filter.
- 3
Click their row. Their record opens, with their name, their email address, their phone and their last sign-in.
| Filter | What it shows |
|---|---|
| "All" | Everyone |
| "Field" | The field workers |
| "Office" | The administrators and the managers |
| "Clients" | Your clients' accounts |
| "Invitations" | The people who have not yet activated their access |
| "To check" | A mandatory document expired or missing, or an invitation not opened for more than 7 days |
The record is arranged in sections:
| Section | What it contains |
|---|---|
| "Role and activities" | The person's role, activities and language |
| "Access" | Their access type, their departments, clients and properties, and what this account can open |
| "Compliance" | Their documents and the "Request compliance documents" box |
| "Contract" | Their contract. Shown for the administrator |
| "History" | Their last sign-in, the date of the invitation and of the account's creation |
Change a person's role
Reserved for the administrator. The other roles see the role written, without being able to change it.
Step by step
- 1
Open the person's record, "Role and activities" section.
- 2
Open the "Role" list.
- 3
Choose the new role: "Admin", "Manager", "Cleaning manager", "Delivery manager" or "Field worker". The message "Role updated" is shown: there is no save button.
- "Delivery manager" is offered if the Delivery module is switched on.
Change a field worker's activities
The activities say what the person does, and open their screens: Delivery opens the Delivery screen, Maintenance the maintenance area; Cleaning, Linen and Inspection, the cleaner area.
Step by step
- 1
Open the person's record, "Role and activities" section.
- 2
Under "Activities (what they do)", click an activity to add or remove it. It is saved straight away.
- 3
If the removal closes a screen, the "Remove this activity?" window opens. Click Remove to confirm.
Correct the name or the phone
Reserved for the administrator.
Step by step
- 1
In the record, click the pencil next to the name. The "Edit first and last name" window opens.
- 2
Correct "First and last name".
- 3
Click Save. The message "Name updated" is shown.
- 4
For the phone, click the pencil next to the number, correct it, then save. The message "Phone number updated" is shown.
- This number is shown to the delivery drivers so they can reach the person. Leave the field empty to remove it.
Act on several people at once
Reserved for the administrator.
Step by step
- 1
In the list, tick the box of each person. A bar is shown, for example "3 selected".
- 2
Choose the action in the bar.
- 3
To exit, click "Clear selection".
| Action in the bar | What it does |
|---|---|
| "Send invitation" | Sends the invitation email to the people ticked |
| "Change role…" | Gives the same role to all the people ticked |
| "Activities…" | Opens "Activities of the selected people": for each activity, "Add", "Remove" or "No change". Only field workers are changed |
| "Delete" | Deletes the accounts ticked, after the "Delete … accounts?" window |
Delete a person's account
When a person leaves your company.
Step by step
- 1
Open the person's record.
- 2
At the bottom of the record, click Delete user. The "Delete this user?" window opens and recalls the account's email address.
- 3
Click Delete. The message "User deleted" is shown and the person leaves the list.
| Who deletes | Which accounts |
|---|---|
| Administrator | All the company's accounts, except their own |
| Manager | Only an account that has the delivery driver role and no other |
Frequently asked questions
Can a manager change a person's role?
No. Only an administrator changes a role. A manager can change a field worker's activities.
Can an account be suspended without deleting it?
No. The record only offers "Delete user". To reduce what a person sees without removing them, change their role or give them an access type.
Why does the "Delete user" button not appear?
Because you are looking at your own record, or because your role does not allow it for this account. No one can delete their own account from this list.
Two people have the same name: is that a problem?
Yes, for the schedule. The page then shows "… people have the same name": give each person a different schedule name so their jobs are not mixed up.
What does "To check" mean?
The person has a mandatory document that is expired or missing, or an invitation not opened for more than 7 days. A field worker who has not yet uploaded any document also appears here.