Adding a new Staff Member
To add a new staff member, head over to Settings, click on Staff Members, select "New Staff Member", input the relevant details and then select "Save" to finalise your changes.
Important Note: If you're on a paid subscription, please be sure to change your user count to reflect this change. To do so, head back over to Settings > Subscription & Billing. Under the "Subscription" heading, you'll find the user counts for staff members with login access and staff members without login access. Adjust the counts as required and then select "Update Subscription" to save your changes. More info on this process can be found in the bottom section of this article.
If you're a trialing customer, you can add as many users as you wish during your trial phase without the need of adjusting the user count. Just be mindful to change any unwanted users to "inactive" before upgrading to a paid subscription.
For the purpose of this video, we've left most of the options blank and instead listed a comprehensive overview of each option below.
Note: In order to create a new staff member, you must supply a Name, Username, Email Address, & Hourly Rate. These fields are all mandatory.
Name - Full Name of the staff member (This can be changed at a later date if needed).
Username - Enter a unique username to identify the staff member.
Note: The username is used to log into Tradify and therefore must be unique across Tradify's entire customer database. You can use an email address as a username, but bare in mind, it won't have any connection to the email address. It's just a username. If you get an error saying that the username already exists, add additional characters or alter the username in some way to make it unique.
Please also note that the username cannot be changed once the Staff Member has been created.
Highlight Colour - Select a colour to identify the user on the schedule.
Phone - Enter a phone number for the user.
Mobile - Enter a mobile number for the user.
Email Address - Enter an email address either for the user or a central email address to which the login credentials will be sent. The email address is also used when resetting a password and becomes the "reply-to" address when a customer replies to an email sent by the user.
Note: Please ensure the email address is entered 100% correctly, otherwise, the email with the login credentials will not be received.
Default Billing Rate - This Billing Rate will be used for the staff members timesheet entries, (unless changed on the individual timesheet entry). For more information on billing rates, please see here.
Hourly Rate - Enter either the staff members hourly cost to the company (can include benefits and average overtime factored in) or their hourly rate of pay.
Note: This is the actual cost that is used to calculate the labour component for time spent on a Job by the staff member. It's important to set this to an accurate figure so as not to distort Job profitability.Additonally, if you've enabled "Generate invoices using job appointments instead of timesheets", Tradify will use this hourly rate to calculate the cost and charge out rate for your "time and material" invoices.
Select where you want Job notifications to be sent. The options are either push notifications to the Tradify mobile app or email notifications sent to the email address entered on the staff members record. You can select both options or none if required.
Access Permissions Roles:
Select the level of access you wish the user to have.
Note: The green ticks indicate what the user can access in Tradify. You can either select one of our preset defaults or you can set your own access levels under Custom.
No Access - No Access means that the staff member is not granted access to Tradify on any device or computer. Jobs can be assigned and appointments can be scheduled for the user, however, as they don't have physical access, you (or another user with adequate permissions) will need to manually enter their labour and material costs into the system on their behalf.
Basic - Basic users can only view Jobs (that they’ve been assigned to) and enter their timesheet entries.
Standard - Standard users have the same access permissions as Basic users. They also have the added inclusion to access Invoices.
Advanced - Advanced users have the same access permissions as Standard users. They also have the added inclusion to access Purchase Orders and company reports.
Office - Office users have the same access permissions as Advanced users. They also have the added inclusion to access Appointment Scheduling, Staff Tracking (via the map function) & Company Settings (except Subscription & Billing & Staff Members).
Admin - Admin users have complete access to all areas of Tradify and can perform all functions.
Custom - This gives you the ability to customise the level of access for the user.
Updating your subscription user count
Tradify's subscription charges are based off your overall user count. For this reason, it's important to keep your user count up to date when adding or deactivating users.
To access your user count, head over to Settings, select Subscription and Billing and then navigate to the "Subscription" heading.
Under Subscription, you'll see the following:
Staff Members with Login Access - relates to the total number of users with login access to Tradify (Basic users - Admin users).
Staff Members with No Access - Relates to the total number of users without login access to Tradify.
Using the fields provided, input the desired user count and then select "Update Subscription" to save your changes.
How does my new user get access to Tradify?
Once you've created a new staff member, Tradify will email them their login credentials, along with instructions on how to gain access to the system.
Important Note: Tradify will send these credentials to the email address that was applied to the new user. If they haven't received their login credentials, please be sure to check the email address is correct.