Users & Roles is the workflow at /users. Users & roles control who can sign in and what they can do, technicians, office staff, managers. Users at /users, Invite user, email, name, and the Technician role. Until they accept, they cannot sign in.
Users list, Users (/users) - Invitations, invite flow from Users or Settings (per UI) - Roles/permissions. Invite users by email with role assignment. Deactivate users without deleting historical activity attribution. Assign roles such as Admin, Manager, Office Staff, Technician (exact set per deployment). Fine-grained permissions (jobs, estimates, inventory, settings, reports, etc.) via role capabilities. Accept invitations at /accept-invitation link from email. License/seat policy per your ServiceFlow agreement. User completes signup via email link. Users to open user to Edit. Adjust role or permission overrides if exposed. Save, user may need to refresh session. Open user to Deactivate (preferred over delete for audit trail). Reassign open jobs/leads if your process requires. Custom role builder UI may be limited, some permissions are fixed bundles by role name. No self-service SSO directory sync (Google/Microsoft) documented in-app for all deployments. /users step 4 is Invite a team member.
Overview
Users & roles control who can sign in and what they can do—technicians, office staff, managers, and admins each get permissions matched to their job.
How to access
- Users list — Users (
/users) - Invitations — invite flow from Users or Settings (per UI)
- Roles/permissions — configured in user records and role templates (admin)
How do you invite users by email with role assignment?
Invite users by email with role assignment.
- Invite users by email with role assignment.
- Deactivate users without deleting historical activity attribution.
- Assign roles such as Admin, Manager, Office Staff, Technician (exact set per deployment).
- Fine-grained permissions (jobs, estimates, inventory, settings, reports, etc.) via role capabilities.
- Accept invitations at
/accept-invitationlink from email.
Prerequisites
- Admin or user-management permission.
- Valid email for each invite.
- License/seat policy per your ServiceFlow agreement.
Step-by-step
Invite a team member
- Users → Invite user.
- Enter email, first/last name, role.
- Send invitation.
- User completes signup via email link.
Change permissions
- Users → open user → Edit.
- Adjust role or permission overrides if exposed.
- Save—user may need to refresh session.
Offboard a user
- Open user → Deactivate (preferred over delete for audit trail).
- Reassign open jobs/leads if your process requires.
Current limitations
- Custom role builder UI may be limited—some permissions are fixed bundles by role name.
- No self-service SSO directory sync (Google/Microsoft) documented in-app for all deployments.
- Per-module field-level security is coarse compared to enterprise IAM products.
Roadmap
- Custom roles with checkbox permission matrix in UI.
- SCIM/SSO for larger teams.
- Temporary elevated access with expiry.
Example: a new technician who should not open Settings
Users at /users, Invite user, email, name, and the Technician role. They finish /accept-invitation from the email. Until they accept, they cannot sign in. Deactivate later when they leave. Deactivate keeps their name on old jobs and time entries. It does not free you to delete history.
Admin, Manager, Office Staff, and Technician are the usual roles. The exact list depends on the deployment. Fine-grained permissions cover jobs, estimates, inventory, settings, and reports. A technician who can view jobs cannot send a deposit or edit navigation unless those permissions are on the role. Changing the role changes what the next page load allows. It does not rewrite completed invoices.
You need a real email. Seat count follows the agreement on the account, not an unlimited invite button. There is no separate leads-only role. Lead actions follow customer permissions. Give office staff customer update if they must work leads. Do not give every technician settings access to "make invites easier."