Admin Guide

User Management

Invite, suspend, and manage roles for technicians, technician admins, and customers while maintaining auditability.

2 min read
Updated Dec 17, 2025

Technician admins control access for staff and customer contacts. This guide covers invites, role changes, suspensions, and best practices that maintain a clean audit trail.

Roles#

Use the minimum necessary role:

  • Technician – works on orders; cannot change global settings.
  • Technician Admin – dispatch, catalog, POS, user management, and reporting.
  • Customer – submits and tracks requests through the portal.

Note: Platform Admin is reserved for system owners.

Invites#

  1. Open Admin → Users → Invite.
  2. Enter the user’s email and select a role.
  3. Include a short welcome note with links to the relevant guide.
  4. Send the invite and confirm delivery.

Re-invites reuse the latest token to avoid duplicate accounts.

Role Changes#

  1. Locate the user and open Access.
  2. Select the new role and provide a reason.
  3. Save to apply immediately.

All changes log the requester, timestamp, and reason.

Suspensions and Deactivation#

  • Suspend to temporarily block sign-in without deleting data.
  • Deactivate to revoke access permanently; transfer any owned orders.

Document the reason in a private admin note for future audits.

Customer Contacts#

  • Use the shared portal invite for customer organisations.
  • Assign contact roles per-site when necessary (billing vs. operations).
  • Archive contacts who leave; preserve order history and timeline.

Security Hygiene#

  • Enforce strong passwords and recommend passkeys where available.
  • Review access quarterly; remove unused accounts.
  • Rotate API keys and webhook secrets as scheduled by your policy.