Add and Manage Team Members

Team member overview

The team list contains everyone invited to the Fieldified account, including people who have not accepted their invitation.

Administrators can open Manage Team to:

• Add a team member
• Review invitation status
• Edit profile information
• Set availability and labor cost
• Assign roles and permissions
• Deactivate or reactivate access

Add a team member

1. Select Add Team Member.
2. Enter the person’s name.
3. Enter the email address they will use to sign in.
4. Add their phone number when invitations or updates are sent by text.
5. Choose a role or customize permissions.
6. Enter labor cost and availability when applicable.
7. Select Save and Invite.

Use a unique email address that is not already assigned to another incompatible account. If the address is already in use, remove the conflicting membership, use a different address, or create a supported email alias.

Set labor cost

When job costing is enabled, enter the employee’s hourly labor cost.

Include the full cost to the business, such as:

• Wage
• Employer taxes
• Benefits
• Other direct employment costs

This value supports profitability calculations and should not be confused with the employee’s client-facing billing rate.

Set booking availability

When online booking assigns work by employee availability:

1. Open the team member’s profile.
2. Select Edit Availability.
3. Enable the days they can receive bookings.
4. Enter available start and end times.
5. Save.

Availability is an input to assignment. It does not replace approved leave, blocked calendar time, or capacity rules.

Choose access

Start with the role that most closely matches the person’s responsibilities, then adjust individual permissions only where needed.

Use the lowest access level that still allows the person to complete their work. Review access to client data, financial information, settings, reports, and team administration.

See Set Up Roles and Access for a complete permission guide.

Active team members

The active count includes invited members as soon as they are added, even before they accept.

When the business uses connected Fieldified accounts, invite the person to each required account with the exact same email address. Confirm their role and account-level access in every workspace.

Accept an invitation

The invited person receives an email and, when enabled, a text message.

They must:

1. Open the invitation.
2. Select Accept Invitation.
3. Create their password or complete the sign-in flow.
4. Confirm access to the correct business.

If the invitation expires or is not received, verify the email address and resend it from the team member’s profile.

Edit a team member

Select a person from Manage Team to update:

• Contact details
• Job title
• Labor cost
• Availability
• Role and permissions
• Other employee profile fields

Select Save Profile when finished. Permission changes can affect access immediately.

Prepare for deactivation

Before deactivating someone:

1. Review their future visits, tasks, requests, and reminders.
2. Reassign incomplete work.
3. Transfer ownership of important records or workflows.
4. Confirm time entries and expenses are complete.
5. Remove access to connected services when required.

Deactivate a team member

From Manage Team:

1. Open the person’s actions menu or profile.
2. Select Deactivate.
3. Review the warning.
4. Confirm.

Deactivation removes sign-in access and can unassign incomplete calendar items. Historical records remain associated with the deactivated person.

Reactivate or delete

Use the actions menu beside an inactive member to reactivate them. Previously unassigned work is not automatically restored; schedule it again manually.

Prefer deactivation over deletion when historical time entries, completed tasks, assignments, or audit history must be preserved. Delete only when your data-retention policy allows the person’s historical association to be permanently removed.

Related articles

• Set Up Roles and Access
• Configure Scheduling and Work Defaults
• Configure and Record Chemical Applications