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How do I add office users?

Go to Settings›Office Users and click + Add New. Fill in the user's login and password on the General tab, set their access on the Permissions tab, and click Save.

Add an office user

  1. Go to Settings›Office Users.

    The Office Users list under Settings

  2. Click + Add New. The Add Office User page opens with five tabs: General, Permissions, Email, Notifications and User Preferences.

    Watch: Clicking + Add New to open the Add Office User page

    The five tabs of the Add Office User page

  3. On the General tab, create the user's profile:

    • Login (required): the user's email address.
    • Password (required).
    • Role: View Only (can view but not edit), Edit and View (can edit and view assigned modules), Admin (full access to settings) or Customize (set permissions module by module).
    • Address: defaults to your company address; you can change it.
    • Contact Details: first name, last name, phone number and mobile provider. The mobile provider is needed for text alerts.

    The General tab: login, password, role, address and contact details

  4. On the Permissions tab, set what the user can reach, such as which calendars they can use (Calendar) and which vehicles they can track (Map Visibility). If the role is Customize, you set each module separately (see the table below).

    Watch: Setting permissions on the Permissions tab, including module-by-module access for the Customize role

  5. On the Email tab, set up email integration for the user. See How do I connect my email?

    The Email tab

  6. On the Notifications tab, turn on reminders for jobs, invoices, estimates and more, and choose when they're sent. Notifications can appear as emails, pop-ups or both.

    Watch: Turning on reminders on the Notifications tab

  7. On the User Preferences tab, choose the user's default login screen and default templates. Default templates apply automatically when the user creates invoices or estimates.

    The User Preferences tab: default login screen and templates

  8. Click Save. The user is added to the list and set to Active.

Module permissions (Customize role)

Each module is set to No Access (can't open it), View (can see but not change) or Edit (can see and change), unless the table says otherwise.

Module Options What Edit (or On) allows
Scheduling Needs access to a selected calendar No Access also removes access to calendar settings.
Map View or No Access View only; the map can't be edited.
Timesheet No Access, View, Edit Change field employees' timesheets.
Messaging No Access, View, Edit Create and send messages from the IndusTrack web app.
Estimation No Access, View, Edit Create and manage estimates.
Invoices No Access, View, Edit Manage and edit invoices.
Inventory No Access, View, Edit Manage inventory items, services and equipment.
Forms No Access, View, Edit Create, edit and delete forms.
Contacts No Access, View, Edit Add customers and manage groups.
Payment Processing No Access, View, Edit
Dashboard No Access, View, Edit Access and manage the dashboard.
Integration No Access, View, Edit Set up integrations such as QuickBooks, Stripe, RingCentral and email.
Membership/Service Agreement No Access, View, Edit Manage service agreements and memberships.
Import On or off Import data from other systems into IndusTrack.
Reports View and generate reports.
QB Integration On or off Integrate IndusTrack with QuickBooks.
Warehouses No Access, View, Edit Manage warehouse information.
Inventory Tracking with QR/Bar Codes Track inventory with QR codes and barcodes.
Customer Notification Manage customer notifications.
Vehicle Tracking ON or OFF View field vehicles on the map.
Settings No Access, View, Edit Edit changes module settings but not user settings. For full access to settings, use the Admin role.

Two extra options sit on the same tab:

  • Enable All: gives View access to Maps, full access to Settings and Edit access to every other module.
  • Allow Deleting Items: lets the user delete items in any module where they have Edit access.

Find, edit or delete an office user

The Office Users list shows each user's Login Name, First Name, Last Name and Phone.

  • Edit: click the user's row, make your changes and click Save.

    Clicking an office user's row to edit them

  • Delete:

    1. Tick the checkbox next to the user's name.
    2. Click Delete. It's only active once a user is selected.
    3. Confirm when prompted.
    Watch: Selecting an office user and deleting them

Common questions

Can I bring back a deleted office user?

Not with the same email address. Deleted users can't be reactivated with the same email. Office users can't be deactivated; deleting is the only option, and it's permanent.

Which role gives full access to settings?

The Admin role. With Customize, you set the Settings permission yourself.

Why does the user need a mobile provider?

It's needed to send them text alerts.

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