Whether it is an Admin, Planner or a Technician, each are users in FieldEx. As soon as the Admin has access to FieldEx, they will be able to invite or add more users to the system.
Why this matters: FieldEx gives you full control over who can access what. A well-organised user list means secure access, efficient task assignment, and cleaner data across jobs and assets. |
Create a New User
Path: Setup > Users > New User
Step 1.1: Fill in Personal Information
First Name / Last Name: Used in notifications and assignments.
Email: Required for login, notifications, and password recovery.
Step 1.2: Define Login and Reporting Structure
Username: Used for system login (can be the same as email).
Manager: Defines reporting hierarchy for approvals, escalations, or visibility.
Step 1.3: Set Access and Hierarchy
Read more about Access Hierarchy: User Access and Hierarchy
Access: Assign the user to the correct access group (e.g., Admin, Technician, Planner). Controls what they can do (e.g., technicians cannot delete job orders).
Hierarchy: Defines which customers, sites, or assets the user can access. Useful for segmenting by geography, team, or department.
Step 1.4: Additional Details
Employee No: Internal staff reference (optional).
Default Mobile View: Sets which module opens first on the mobile app (e.g., Jobs, Dashboard).
Step 1.5: Skill and Work Info
Skill: Tags related to the user’s technical capabilities that is used in task matching.
Department: Tag for filtering and reporting (e.g., Operations, Support).
Role: Free-text input (e.g., Field Technician, Planner).
Level: Optional tag for seniority (e.g., Level 1, Level 3).
Step 1.6: Save the User
Click Save to add the user.
The user will receive an activation email based on their registered address.
Resetting a User’s Password
Path: Setup > Users > Select a user
If a user forgets their password or needs a reset, an admin can trigger it quickly from the user list.
Search or filter to locate the user
Click Reset Password from the ":" top options menu on the user’s detail page
The user will receive an email with reset instructions
User Statuses in FieldEx
Path: Setup > Users > Select a user > Personal Information > Status dropdown
Understanding user statuses helps you manage licenses and access more efficiently. There are three types:
Active
User has full access to FieldEx.
Actively uses a license seat.
Suitable for employees currently using the platform for day-to-day operations.
Suspended
The user is temporarily inactive (e.g., on maternity leave, long medical leave, or sabbatical).
Still occupies a license seat during the suspension period.
Can be reactivated at any time without data loss or re-setup.
Deactivated
The user is permanently removed from accessing FieldEx.
This action is not reversible.
Commonly used when an employee leaves the company.
The license seat becomes available to assign to a new user.
Any data, records, or job history created by the deactivated user remains in the system.