Employee Settings

The Employee Settings page allows you to manage your team members and their access to Service Professional.

Overview

The Employee Settings interface provides:

  • Card-based employee directory

  • Quick search and filtering

  • Active/inactive employee sections

  • Integrated authentication management

Key Features

Employee Management

Employee Profiles

  • First and last names

  • Display name (shown throughout the system)

  • Job title and role

  • Contact information

  • Active/inactive status

Authentication Integration

  • Automatic Supabase user creation

  • Secure invitation emails

  • Password reset capabilities

  • Role-based access control

Search and Filter

Status Sections

  • Active Employees: Currently working team members

  • Inactive Employees: Former or suspended accounts

  • Visual count badges for each section

Interface Design

Employee Cards

  • Color-coded status indicator (green for active, grey for inactive)

  • Display name prominently shown

  • Job title in subtitle

  • Creation date for audit trail

  • Quick edit button

How to Use

Adding a New Employee

  1. Click the Add Employee button in the top bar.

  2. Fill in the required information:

    • First Name (required)

    • Last Name (required)

    • Display Name (auto-filled but editable)

    • Title (optional)

    • Email (required)

  3. Click Add Employee to create the account.

What Happens Behind the Scenes

  1. Creates employee record in database.

  2. Sends Supabase authentication invitation.

  3. Employee receives email to set password.

  4. Account becomes active upon first login.

Editing Employee Information

  1. Find the employee using search or scrolling.

  2. Click the edit icon or anywhere on the employee card.

  3. Update the necessary fields.

  4. Click Update to save changes.

Display Name Auto-fill

  • Automatically combines first and last name.

  • Stops auto-filling once manually edited.

  • Visual indicator shows manual vs auto-filled.

Managing Employee Status

Deactivating an Employee

  • Edit the employee.

  • Toggle the Active switch off.

  • Preserves all data and history.

  • Removes system access.

Reactivating an Employee

  • Edit the inactive employee.

  • Toggle the Active switch on.

  • Restores all permissions.

  • May require password reset.

Searching for Employees

  1. Click the search icon in the app bar.

  2. Enter search terms (name, title, etc.).

  3. View filtered results instantly.

  4. Click Clear to reset search.

Best Practices

Employee Onboarding

  1. Prepare Information: Gather all employee details before adding.

  2. Consistent Naming: Use consistent format for display names.

  3. Clear Titles: Use descriptive job titles for clarity.

  4. Test Account: Create a test employee first if needed.

  5. Communication: Inform employees about invitation emails.

Data Management

  • Regular Audits: Review active/inactive status quarterly.

  • Update Promptly: Keep contact information current.

  • Archive Don’t Delete: Deactivate instead of removing employees.

  • Document Roles: Maintain clear job title descriptions.

Security Considerations

  • Unique Emails: Each employee needs a unique email address.

  • Strong Passwords: Encourage strong password creation.

  • Access Review: Periodically review who has system access.

  • Immediate Deactivation: Deactivate accounts immediately upon termination.

Display Name Guidelines

  • Professional Format: “John Smith” or “Smith, John”.

  • Consistency: Choose one format for all employees.

  • Nicknames: Include if commonly used: “Bob Smith (Robert)”.

  • Initials: Generated automatically from first and last names.

Tips and Tricks

  • Bulk Operations: Add multiple employees in succession without closing dialog.

  • Quick Search: Type partial names for faster searching.

  • Status Toggle: Quickly activate/deactivate from the edit dialog.

  • Sort Order: Employees display alphabetically by display name.

Troubleshooting

Common Issues

Employee Can’t Login

  • Verify email address is correct.

  • Check if invitation email was received.

  • Resend invitation if needed.

  • Ensure account is active.

Invitation Email Not Received

  • Check spam/junk folders.

  • Verify email address has no typos.

  • Confirm email server settings.

  • Contact support if persistent.

Duplicate Employee Entries

  • Check for variations in email addresses.

  • Review active and inactive sections.

  • Merge duplicates through support.

Display Name Issues

  • Clear browser cache.

  • Refresh the page.

  • Manually edit if auto-fill fails.

  • Check for special characters.

System Integration

Employee records integrate with:

  • Repair Orders: Assign technicians to work.

  • Inspections: Track who performed inspections.

  • Reports: Employee productivity metrics.

  • Audit Logs: Track system changes.