Team Management

Overview

As your business grows, you need help. BlueClerk lets you add team members (employees), individual contractors (independent workers), and subcontractors (both individual contractors and contractor companies) to handle more jobs. Each person gets their own login and can be assigned work.

Team Members vs. Individual Contractors vs. Subcontractors

Team Members

• Employees who work for your company
• Full access to company features (based on role and permissions)
• Show up in your team list
• Can be Admins or Members with granular permissions
• Log into your BlueClerk account with their own credentials
• See everything based on their permissions - tickets, jobs, customers, invoices

Individual Contractors

• Independent workers (1099 contractors, freelancers)
• Do NOT get BlueClerk logins - they're contacts, not users
• Show up in your subcontractors roster
• Can be assigned tickets and jobs
• Receive job notifications via SMS
• Use magic links to view and complete assigned work

Subcontractors

• Contractor companies or individuals who work for you
• May or may not have BlueClerk accounts
• Show up in your subcontractors roster
• Can be assigned tickets and jobs
• If they have a BlueClerk account, they log in with their own credentials
• If they don't have an account, they receive magic links via SMS

Adding Team Members

Creating a User Account

1. Go to Settings > Team
2. Click "Add Team Member"
3. Fill in their information:
   • Name (required)
   • Email (required) - they'll be notified automatically
   • Phone (optional)
   • Role: Admin or Member
4. Set permissions (if Member role - see Team Permissions guide)
5. Click "Create"

What Happens Next

When you create a team member:

• An email is sent automatically to the new user with:
  • Your company name
  • Their email address
  • A login link to BlueClerk
• Password is NOT included - you share that out-of-band for security
• A User record is created in the database
• A CompanyMember record links them to your company
• UserPermissions are set based on role and permissions you selected

The new team member can now:

• Log in with their email and the password you provide
• See their assigned work
• Update job statuses and add photos (if permitted)
• Access features based on their permissions

Adding Individual Contractors

Creating a Subcontractor Contact

1. Go to Settings > Subcontractors
2. Click "Add Subcontractor"
3. Select "Individual Contractor" as type
4. Fill in their information:
   • Name (required)
   • Phone (required for SMS notifications)
   • Email (optional)
   • Trade (what they specialize in)
5. Click "Save"

Assigning Work to Individual Contractors

• They can be assigned tickets and jobs just like team members
• They receive SMS notifications when assigned
• They use magic links to view job details and complete work
• They do NOT get a BlueClerk login or user account

Adding Subcontractor Companies

Creating a Subcontractor Company Contact

1. Go to Settings > Subcontractors
2. Click "Add Subcontractor"
3. Select "Contractor Company" as type
4. Fill in company information:
   • Company name (required)
   • Primary contact name
   • Phone (required for SMS notifications)
   • Email (optional)
   • Trade (what they specialize in)
5. Click "Save"

How Subcontractor Companies Work

• If they have a BlueClerk account, they log in with their own credentials and see assigned work in their dashboard
• If they don't have a BlueClerk account, they receive magic links via SMS
• You can track all work assigned to them
• Invoices and payments stay under your company account

Managing Your Team

Viewing Team Members

1. Go to Settings > Team
2. See all team members with their roles and status
3. Click any team member to edit or deactivate

Editing Team Members

1. Open the team member you want to edit
2. Update their information - name, email, phone, role, or permissions
3. Click "Save Changes"

Deactivating Team Members

When someone leaves:

1. Open their team member record
2. Click "Deactivate"
3. Confirm deactivation
4. They lose access but their work history remains

Best Practices

Team Members

• Use Admin sparingly - Only for people who need full access
• Set specific permissions for most team members
• Review permissions regularly as roles change
• Deactivate promptly when people leave

Subcontractors

• Keep contact info current - Phone numbers especially for SMS
• Tag by trade - Makes it easier to find the right person
• Track performance - Note who does good work
• Communicate clearly - Set expectations upfront

Questions

Q: What's the difference between a team member and a subcontractor? A: Team members are employees who get full BlueClerk logins and access based on permissions. Subcontractors (individual contractors or companies) may or may not have accounts - if they don't, they use magic links to view and complete assigned work.

Q: Can I change someone from Member to Admin later? A: Yes - edit their team member record and change the role anytime.

Q: Do subcontractors see my customer list? A: Only if they have a BlueClerk account and you've given them permission. Magic link users only see the specific job assigned to them.

Q: Can I assign work to someone who's deactivated? A: No - deactivated team members don't appear in assignment dropdowns.

Q: What happens to jobs when I deactivate a team member? A: Their past work remains visible, but you'll need to reassign any open jobs to someone else.

Q: How do I give a subcontractor access to BlueClerk? A: If they're a contractor company, they can create their own BlueClerk account. If they're an individual contractor, they'll use magic links sent via SMS when you assign them work.