Team Management

Overview

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

Team Members vs. Subcontractors

Team Members

• Employees who work for your company
• Full access to company features (based on role)
• Show up in your team list
• Can be Admins or Members

Subcontractors

• Independent contractors you hire for specific jobs
• Limited access - only see jobs assigned to them
• Tracked separately from employees
• Cannot access company settings

Adding a Team Member

Step-by-Step

1. Go to Settings > Team
2. Click "Add Member"
3. Fill in the member details:
   • First Name: Team member's first name
   • Last Name: Team member's last name
   • Email: Their work email address (they'll use this to log in)
   • Phone: Contact phone number
   • Password: Initial password (they can change it later)
4. Set permissions: Choose what they can access in BlueClerk
   • Toggle individual permissions for tickets, jobs, invoices, customers, and settings
   • Or make them an Admin for full access (checking Admin automatically enables all permissions)
5. Click "Add Member" to send the invitation

What Happens Next

• The team member receives an invitation email
• They can log in immediately with the email and password you set
• They'll see only the features they have permission to access
• You can adjust their permissions anytime from the team settings page

Setting Permissions

Permissions are required - you must select at least one permission before creating a user. BlueClerk will reject the creation if no permissions are enabled.

Permission categories:

• Tickets: Create, edit, delete service tickets
• Jobs: Create, edit, delete scheduled jobs
• Invoices: Create, edit, send, delete invoices
• Customers: Create, edit, delete customer records
• Settings: Access company profile, integrations, or catalog settings

Admin shortcut: Checking the "Admin" box automatically enables all permissions and grants full system access.

Managing Existing Team Members

Editing Permissions

1. Go to Settings > Team
2. Find the team member in the list
3. Click their name or the edit icon
4. Adjust their permissions or role
5. Save changes

Removing a Team Member

1. Go to Settings > Team
2. Find the team member
3. Click "Remove" or the delete icon
4. Confirm removal

Removing a team member:

• Disables their login immediately
• Preserves their work history
• Does not delete tickets, jobs, or invoices they created

Adding a Subcontractor

Step-by-Step

1. Go to Settings > Subcontractors (or Team > Subcontractors tab)
2. Click "Add Subcontractor"
3. Enter subcontractor details:
   • Name
   • Company name (if applicable)
   • Email
   • Phone
   • Trade or specialty
4. Save

Using Subcontractors

• Assign jobs to subcontractors from the job scheduling page
• Subcontractors can log in to see their assigned jobs
• They cannot see other jobs or access settings
• Track subcontractor costs separately for job costing

Best Practices

Start with Minimal Permissions

Give team members only the access they need to do their jobs. You can always add more permissions later.

Use Admin Sparingly

Only make people admins if they truly need full system access. Most team members should have specific permissions instead.

Regular Review

Periodically review your team list and remove people who have left or no longer need access.

Clear Communication

Let team members know what they're responsible for and what access they have. Set expectations upfront.

Questions

Q: Can I change someone from Member to Admin later?
A: Yes. Edit their profile and change their role anytime.

Q: What happens if I remove someone who created tickets and jobs?
A: Their work stays in the system - tickets, jobs, and invoices they created remain intact. Only their login access is removed.

Q: Can subcontractors create invoices?
A: No. Subcontractors have limited access - they can only view and update jobs assigned to them.

Q: How many team members can I add?
A: BlueClerk Pro includes unlimited users. Add as many team members as you need at no extra cost.

Q: Can I add a team member without any permissions?
A: No. BlueClerk requires at least one permission to be selected when creating a user. This ensures every team member has a clear role and purpose in the system.