Staff and roles

Every person at your shop signs in with their own account, and every account has one of three roles: Owner, Advisor, or Technician. This page covers what each role can do, how to invite new staff, and what happens when someone leaves.

The three roles

Role	What it can do
Owner	Everything an Advisor can, plus staff invites and deactivation, tax rates, shop identity settings (name, letterhead, timezone, invoice terms), payment provider setup, Reports, the subscription, and the shop data export. Each shop has exactly one Owner — the person who created it.
Advisor	The daily front desk: repair orders and estimates, invoices and payments — including reversals and reopening an invoiced repair order — messaging and approvals, scheduling, customers and vehicles, canned jobs, inventory, and the Assistant.
Technician	Digital inspections end to end — start, add findings, photograph, complete. Repair orders, vehicles, and the schedule are visible but read-only, and they get their own My performance page with their billed hours and labor revenue.

A few points worth knowing up front:

• Ownership cannot be transferred, and an invite can never create a second Owner. Invites mint Advisors and Technicians only.
• Role differences are enforced by the server, not just hidden in the interface. A Technician’s screen leaves out the buttons they cannot use, and the actions themselves are blocked regardless.
• An Owner or Advisor can put a technician’s name on any labor line from the line’s ⋯ menu (Assign technician), even after the repair order is invoiced. That attribution is what feeds the technician table in Reports and each technician’s My performance page.

Note: an Advisor’s Settings page shows only the Scheduling section. Staff, tax rates, shop details, and Payments & plan are Owner territory — see Shop settings.

Inviting a staff member

Invites are links, not passwords. You create an invite for a role, the new person opens the link on their own device, and they choose their own email and password. The most common path is scanning a QR code across the counter.

1. Go to Settings, then open the Staff section. You see two cards: Members — everyone with a login at this shop — and Invites.

The Staff section. Members shows each person’s name, email, and role; Invites tracks pending and past invite links.

2. Click Invite staff.
3. Pick the Role — Technician or Advisor. This is fixed at invite time; the person who accepts the link gets exactly this role.
4. Optionally fill in Label (optional) — a note to yourself, like “Mike — new tech” — and Email invite (optional) to send the link by email as well.
5. Click Create invite. The link appears once, as a QR code and a copyable URL.

A freshly created invite. Scan the QR code with the new staff member’s phone camera, or copy the link and send it to them.

6. Have the new staff member scan the code or open the link. They see the shop’s name and the role they are joining as, enter their name, email, and a password (at least 8 characters), and click Join shop. They are signed in immediately.

A few rules about invite links:

• Each link is single-use and expires after 7 days. Once someone joins with it, it is spent.
• The link is shown once, when you create it. If it is lost before anyone uses it, create a new invite — there is no way to view an old link again.
• A pending invite can be canceled at any time with Revoke in the Invites list. A revoked link stops working immediately.
• The invite carries the role, not an identity. Whoever opens the link first gets the account, so send it directly to the person it is for.

Tip: the label is only for your own bookkeeping — it never becomes the account name. Use it to remember which pending invite belongs to whom.

Role note: only the Owner can create, revoke, or even see invites. If an Advisor needs a new teammate added, the Owner does it.

Staff sign in on any device at the same address as the rest of the app — there is nothing separate to install. Technicians typically work from a phone in the bay; see the Overview for how the app behaves on a small screen.

Deactivating a staff member

When someone leaves the shop, deactivate their account. Deactivation removes their access without touching history.

1. Go to Settings, then Staff.
2. In the Members card, click Deactivate on their row and confirm.

What deactivation does:

• They are signed out everywhere immediately — any open session on any device stops working, and their email and password no longer sign in.
• Their history stays. Every inspection they completed, labor line they were assigned, and record they touched keeps their name. Nothing is deleted.
• They disappear from pickers going forward — the schedule board drops their column and they stop appearing in the technician assignment list — but past records still show them.

There is no delete and no reactivate. If a deactivated person comes back, send them a fresh invite; they join again with a new account.

Note: the Owner’s account cannot be deactivated, by the Owner or anyone else. Every other role can be.

Password resets

Anyone who forgets their password can reset it themselves, without the Owner’s help:

1. On the sign-in page, click Forgot password?.
2. Enter the account’s email and click Send reset link. If that email has an account, a reset link arrives in its inbox.
3. Open the link and set a new password. The link expires after 1 hour, and each request replaces any earlier link.

Completing a reset signs the account out of every existing session — the person then signs back in with the new password. If a link has expired or was already used, the reset page says so and offers to send a fresh one.

Tip: a password reset is also the fix for “I set up my account with a typo in the password” — there is no admin screen for changing someone else’s password, by design.

Related pages

• Shop settings — the rest of the Settings page: shop details, tax rates, timezone, and letterhead.
• Reports — where per-technician numbers land, and the Technician-only My performance view.
• Billing and your data — the subscription and the shop data export, both Owner-only.