ServiceFlow Pro Docs
Reporting & Admin

Users & Roles

Invite team members and manage permissions.
5 min read

Users & Roles

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)

What you can do today

  • 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.

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

  1. Users → Invite user.
  2. Enter email, first/last name, role.
  3. Send invitation.
  4. User completes signup via email link.

Change permissions

  1. Users → open user → Edit.
  2. Adjust role or permission overrides if exposed.
  3. Save—user may need to refresh session.

Offboard a user

  1. Open user → Deactivate (preferred over delete for audit trail).
  2. 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.

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