Send an invite in five steps
- Settings → Team → `Invite team member`.
- Enter their name, work email, and mobile number (used for job alerts).
- Pick a role (Admin, Office, Technician, or View only).
- Optionally capture hourly rate or notes for internal reference.
- Send invite—Toolfy emails them a link to create a password and join your workspace.
Tip: if the invite email goes missing, resend from Settings → Team → Resend invite.
Choose the right role
Admin
Full control: manage settings, billing, team, jobs, and financial data.
Owners, senior ops managers.
Office
Create jobs, manage customers, send quotes/invoices. No access to global settings or billing.
Schedulers, office coordinators.
Technician
View assigned jobs, update status, add notes/photos, collect signatures and payments.
Field staff and subcontractors.
View only
Read-only access to schedules and customers—cannot edit or export data.
Accountants, trainees, or supervisors observing work.
Permission tips
- Start with the lowest access needed, then expand privileges once the teammate is comfortable.
- Use custom permission sets for nuanced roles (e.g. allow customer edits but block pricing changes).
- Review access quarterly and immediately remove anyone who leaves—deactivating users keeps historical job data intact.
- Require mobile login and multifactor authentication for staff handling payments or sensitive customer data.
Onboarding checklist
- Show new teammates how to install Toolfy on their phone and enable notifications.
- Walk through job completion flow: status updates, photos, notes, and invoice creation.
- Explain communication expectations—e.g. reply STOP/START etiquette for SMS, logging customer calls in the job timeline.
- Share handbook links or safety documents using the Files tab in their first job assignment.