Team Members

Required Permission

Add/Edit Users - You must have the Add/Edit Users permission to access this setting.

Manage your team and control access to Readybuild. Configure user profiles, roles, permissions, departments, labor types, and system access.

Overview

Team Members in Readybuild represent the employees and users who access your system. Each team member has:

• A user profile with personal and contact information
• Assigned role(s) determining their permissions
• Department assignment for organizational grouping
• Labor type for costing purposes (if applicable)
• Device access settings

Accessing Team Member Settings

To manage team members:

1. Go to Settings > My Company > Team Members
2. You'll see a list of all users in your organization
3. Active, invited, and inactive users are shown

Team Member List

The team member list displays:

Column	Description
Photo	Profile photo, or the team member's initials if no photo has been uploaded
ID	System-assigned user ID
Name	Full name (First and Last). Click it to open the member's profile
Email	Login email address
Title	Job title
Mileage $	Per-mile reimbursement rate, if one is set
Enabled	Toggle to activate or deactivate the member
Last Active	Most recent system access
Settings	Menu of per-member actions (goals, permissions, notifications, availability, device recovery)

Searching the List

Use the search box above the list to find a specific team member. It matches on:

• First name
• Last name
• Full name (first and last together, such as Dana Whitfield)
• Email address
• Job title

Search begins after you type two characters and updates as you type. Click the X in the search box to clear it.

Filtering the List

Two dropdowns sit beside the search box:

• Department - Show only members assigned to that department
• Role - Show only members assigned to that role

Choose All Departments or All Roles to clear a filter.

Filters combine with each other and with the search box, so a member must match every active condition to appear. If a filter combination returns nobody, widen it before assuming a member is missing.

The Enabled Users, Disabled Users, and Pending Invites tabs control which members the list draws from. Your search term and filters carry over when you switch between the Enabled and Disabled tabs.

Sorting the List

Click a column heading to sort by it, and click again to reverse the order. ID, Name, Email, Title, Authorized Buyer, Mileage $, and Last Active can all be sorted. The list is sorted by name by default.

Adding Team Members

Adding team members is a two-step process: first create user accounts, then selectively invite them. This lets you set up profiles in bulk before sending any emails.

Step 1: Create User Accounts

1. Click Add Team Members in the top right
2. A full-screen form opens with rows for each user

Fill in the fields for each user:

Field	Description	Required
First Name	User's first name	Yes
Last Name	User's last name	Yes
Email	Login email (must be unique)	Yes
Job Title	Job title	No
Employee #	Employee number	No
Departments	Assign to one or more departments	No
Roles	Assign one or more system roles	No
Office Phone	Office phone number	No
Mobile Phone	Mobile phone number	No
Auth Provider	Override the company default auth method (SSO companies only)	No

The Auth Provider dropdown only appears if your company has SSO enabled. It defaults to "Use Company Default" (SSO). Select "Email & Password" for users who should log in with a password instead of SSO (e.g., contractors).

Click Add Another Row to add more users, or paste multiple rows from a spreadsheet (tab-delimited: First Name, Last Name, Email, Departments, Roles, Employee #, Office Phone, Mobile Phone, Job Title).

Send Invite Option

Before submitting, you can check Send invite email to immediately send password-setup emails to new users. If your company has SSO:

• SSO users (those using the company default) are activated immediately and do not receive an invite email — they log in through your identity provider.
• Password-login users (those set to "Email & Password") receive an invite email with a link to set up their password.

If you leave the checkbox unchecked, all standard-auth users are created with a "Not Invited" status and can be invited later. SSO users are still activated immediately regardless of this setting.

3. Click Add Team Members to save

Step 2: Send Invitations

Once user accounts are set up, invite them selectively:

1. Click Send Invite in the top right
2. A list of users awaiting invitation appears
3. Select individual users, or use Select / Deselect All
4. Click Send Invite to send invitation emails
5. Each invited user receives an email with instructions to set up their password

SSO Users

If your company has single sign-on (SSO) enabled, users managed through SSO do not appear in the invitation list. SSO users authenticate through your company's identity provider and do not need email invitations.

User Profile Tabs

Each team member record has multiple tabs:

Details Tab

Core user information:

• Name - First and last name
• Email - Login email (cannot be changed after creation)
• Phone - Contact phone number
• Title - Job title/position
• Department - Organizational department
• Role - Access role assignment
• Status - Active or Inactive

Profile Photo

The team member's photo appears at the top of the Details tab, and in the Photo column on the team member list. Members without a photo show their initials instead.

To set a photo, open the member's profile and click their photo or initials, then choose an image file. You need the permission to edit general information to change someone else's photo.

note

If your company uses single sign-on, profile photos come from your identity provider (Microsoft or Google) and cannot be changed in Readybuild. The Details tab shows a message when this is the case.

Settings Tab

System and access settings:

• Labor Type - For job costing categorization
• Labor Rate - Hourly cost for costing
• Can Clock In - Time tracking permission
• Receives Mobile Notifications - Push notification settings
• Calendar Color - Color for calendar display
• Import Calendar Events as Private - When checked, all events imported from this user's connected calendar display as "Private" to other Readybuild users, hiding event titles and locations. See Calendar Event Privacy for details.

Devices Tab

View and manage devices associated with the user:

• Device Name - Name/model of device
• Device Type - Mobile, tablet, or desktop
• Last Active - When device was last used
• Status - Connected or disconnected

Removing a Device

If a user loses a device or you need to revoke access:

1. Go to the user's Devices tab
2. Find the device to remove
3. Click the Remove or X button
4. Confirm the removal

The device will no longer be able to access Readybuild using cached credentials.

Notifications Tab

Configure which email notifications the user receives. See Notifications for details.

Editing Team Members

1. Click on a team member row to open their profile
2. Make changes to any field
3. Changes save automatically, or click Save if prompted

What Can Be Changed

• Name, phone, title
• Profile photo (unless managed by SSO)
• Department assignment
• Role assignment
• Labor type and rate
• Active/inactive status
• Notification preferences

What Cannot Be Changed

• Email address - Contact support if email must change
• User ID - System-assigned, never changes

User Roles

Roles determine what a team member can see and do in Readybuild.

Default Roles

Role	Description
Administrator	Full system access including settings
Manager	Department oversight, reporting, approvals
Sales	Project creation, estimates, contracts, CRM
Designer	Design stage projects, selections
Production	Production projects, scheduling, daily logs
Field	Limited mobile access for field workers
Accounting	Financial access, invoicing, payments

Custom Roles

Your company may have custom roles configured. See Roles & Permissions for details on creating and managing roles.

Assigning Roles

1. Open the team member's profile
2. Click the Role dropdown
3. Select the appropriate role
4. The user's permissions update immediately

Multiple Roles

Users can be assigned multiple roles if needed. Their effective permissions are the combination of all assigned roles.

Departments

Departments organize team members and can be used for:

• Filtering and reporting
• Project assignment
• Calendar organization
• Notification routing

Assigning to a Department

1. Open the team member's profile
2. Select a department from the dropdown
3. Save changes

See Departments for managing department lists.

Labor Types

Labor types categorize team members for costing purposes:

• Project Manager
• Lead Carpenter
• Carpenter
• Apprentice
• Designer
• And more...

Setting Labor Type

1. Open the team member's profile
2. Go to the Settings tab
3. Select a Labor Type
4. Enter the Labor Rate (hourly cost)

This information is used when:

• Tracking time against projects
• Calculating labor costs
• Running job costing reports

See Labor Types for managing the labor type list.

Deactivating Team Members

When someone leaves or no longer needs access:

Steps to Deactivate

1. Open the team member's profile
2. Change Status to Inactive, or
3. Toggle the Active switch off
4. Confirm the deactivation

What Happens When Deactivated

• User cannot log in
• Active sessions are terminated
• All historical data is preserved
• User still appears in reports and history
• Projects/activities remain assigned
• User can be reactivated later

Existing Assignments Stay Visible

Deactivating a user does not remove them from projects they're already assigned to. They remain visible as Project Manager, in team roles, and in team member custom fields — preserving who ran each job. They are only excluded from the dropdowns when assigning team members to new roles. Reactivating the user makes them selectable again.

Reactivating a User

1. Find the user (may need to show inactive users)
2. Open their profile
3. Change status back to Active
4. They can log in again (same password if remembered)

Don't Delete Users

Never delete a user record. Always deactivate instead. Deleting removes historical data and breaks report accuracy.

Password Management

Resetting a Password

If a team member forgets their password, they can reset it themselves:

1. On the login page, click Forgot Password
2. Enter their email address
3. They'll receive a reset link via email
4. Click the link and create a new password

Alternatively, an admin can initiate a reset on behalf of a user by going to the login page and entering the user's email address in the Forgot Password flow.

Password Requirements

Passwords must meet these requirements:

• Minimum 8 characters
• At least one uppercase letter
• At least one lowercase letter
• At least one number
• At least one special character

Device Management

Why Manage Devices?

• Security: Remove access from lost/stolen devices
• Troubleshooting: Identify device-specific issues
• Compliance: Track who accesses from where

Viewing Devices

1. Open a team member's profile
2. Go to the Devices tab
3. View all registered devices

Device Recovery

If a user can't access Readybuild from a device:

1. Remove the device from their profile
2. Have them log in again
3. The device will re-register

Lost Device Protocol

If a device is lost or stolen:

1. Immediately remove it from the user's profile
2. Reset their password via Forgot Password on the login page (you can do this on their behalf)
3. Review recent activity for suspicious access

Importing Team Members

For bulk user creation, use the import feature:

1. Go to Settings > My Company > Team Members
2. Click Import
3. Download the template
4. Fill in user data
5. Upload the completed file
6. Review and confirm the import

See Data Import for detailed instructions.

Best Practices

When Adding Users

• Use work email addresses (not personal)
• Assign the minimum role needed for their job
• Add to appropriate department immediately
• Set labor type/rate if they'll track time

Regular Maintenance

• Review user list quarterly
• Deactivate former employees promptly
• Update roles when job responsibilities change
• Verify department assignments are current

Security

• Require strong passwords
• Remove devices when employees leave
• Don't share login credentials
• Use individual accounts (no shared logins)

Troubleshooting

User Can't Log In

1. Verify the account is Active
2. Check for typos in email
3. Reset their password via Forgot Password on the login page
4. Check if there are device issues

User Missing from Lists

1. Check if they're marked Inactive — if so, they're on the Disabled Users tab
2. Set Department and Role back to All in case a filter is hiding them
3. Clear the search box, then search by email instead of name

Wrong Permissions

1. Check assigned role matches job function
2. Review role permissions in Roles & Permissions
3. Verify department-based restrictions

Invitation Not Received

1. Check user's spam/junk folder
2. Verify email address is correct
3. Resend the invitation
4. Check company email server isn't blocking

Related Topics

• Roles & Permissions
• Departments
• Labor Types
• Notifications
• Team Members Import