Dashboard > Team > Users
Permissions
Always remember to ensure the correct people have the appropriate permissions to access your company and project data. This can be done per individual or by applying Permission Templates.
In order to Filter Users, users will need View permissions for Users
In order to Assign Titles, users will need Manage permissions for Users
In order to Edit Titles, users will need Edit permissions for Users
Manage your team in SiteMax with ease. Use your Filters and Actions to Block, Export, Assign to Projects, etc. This article will take you through all that you can do to help manage your team within the Users tab of your Team module
Actions
Let's start with your Actions Menu, which provides you with a dropdown of different functions from which to select.
Note: When using the Actions menu, remember to select the users first by checking the box beside their name.
Blocking and Unblocking Users
Blocking and Unblocking Users
When an employee leaves the company, you will want to remove their access to your instance. In order to still maintain records and data integrity, we offer Blocking instead of deleting. Blocked users in SiteMax are the equivalent of "Removed" or "Deleted" users. Users that are blocked no longer have access to the system and will stay in the Blocked user's list until "un-blocked" by an admin.
Blocking Users
Under the Users tab of your Team module, select the user you wish to block
Under the Actions menu, select "Block User(s)" (you can select multiple users)
A pop up message will appear asking for confirmation, click "OK"
Once confirmed, the user will be blocked and will no longer appear in your list.
Unblocking Users
To unblock a user, you will need to first locate your Blocked users by using your Filters.
In Filters, select "Blocked" in the Status field and hit "Apply" to apply the filter
You will now see your list of Blocked Users (the filter applied will show above)
Select the User you wish to unblock by checking the box beside their name
Under the Actions dropdown, select "Unblock User(s)"
A message will pop up asking for confirmation, click "OK"
Once confirmed, your unblocked user will no longer appear
Remove the filter, and you will see your list of Active users with your newly unblocked user
Common Error: If an attempt is made to re-add a user with an email that is currently associated with a blocked user, the system will deliver an error message: Email already exists
The Solution: Change the email address of the blocked user or use a different email address for the new user.
Hot Tip: If you need access to a Blocked user's data, like completed reports or timecards, temporarily unblock them. Once you've retrieved the necessary information, you can reblock the user.
Exporting Users
Exporting Users
You have two Export options in your Actions dropdown. Export CSV, and Export Selected. Both options offer a CSV export, but you can choose to export all users in your list, or just the ones you select
Export CSV
This requires no user selection, just open your Actions dropdown, and select "Export CSV", and your full list of Users will be sent as a CSV file to your email.
Export Selected
Select the users you wish to export by checking the boxes beside their names
Under your Actions dropdown, choose "Export Selected"
Sending Invitation Email
Sending Invitation Email
Invite your newly added users an email inviting them to log into their new SiteMax account and set their log in password. The invitation will be sent to their email address in their profile, and provide them with a temporary password with which to log in.
Select your "invitees" by checking the boxes beside their name
Under your Actions dropdown, choose "Send Invitation Email"
Your users will receive an email inviting them to log into their new account with their temporary password.
Note: If a user has previously logged in, sending an invitation will automatically reset their password, and they will have to create a new one.
Adding Users to Crews
Adding Users to Crews
Crews are a fantastic way of managing multiple users at once. Once you have created and assigned users to crews, you can then assign your crew to projects, assign them their set of permissions, etc. Learn more about creating Crews in our article below.
To Add Users to a Crew:
Select the users you want in your Crew by checking the boxes beside their names
Under the Actions dropdown, choose "Add to a Crew"
Assigning & Removing Titles
Assigning & Removing Titles
Titles are necessary for assigning Users to Projects, but they also serve a purpose in assigning different roles to members within your team and help to distinguish the responsibilities and access level of your team.
You can assign or remove Titles to/from multiple users at once
Assigning Titles
Select the users you wish to assign a specific Title (remember, this Title will apply to all selected Users)
From the Actions Dropdown, choose "Assign Title"
A new screen will appear with all of your available Titles
Choose the Titles you want to assign to your users (Note: you can choose multiple Titles to assign your users)
A screen will appear asking for confirmation, click "OK"
Removing Titles
Select the users whose Title you need to remove
Under the Actions dropdown, choose "Remove Title"
Learn more about Assigning and Editing Titles in our article below!
Adding Users to Projects
Adding Users to Projects
Once your users have been assigned their Titles, you can assign them to Projects.
Select the user(s) you wish to assign to a certain project by checking the box(es) beside their name
Under the Actions dropdown, choose "Assign to Project(s)"
A new screen will appear. Here, you can choose to assign your users to
All Active Projects - This assigns your users to all Projects in the active status
All On-Deck Projects - This assigns your users to any Projects in the on-deck status
Project field - This field allows you to select the specific project(s) you want to assign your users to. You can select as many projects as necessary
Select the Expiration Date for each of your users, if applicable. If there is a duration in place for your users and projects, you can implement an Expiration Date, so that when they will be automatically unassigned from the Project on the date selected. This field can be left blank.
Click "Save" to save your changes
Learn about other ways to assign Users to Projects in our article below!
Bulk Editing
Bulk Editing
Make multiple edits to multiple users at once with the Bulk Edit feature.
With Bulk Edit, you can make changes to:
Select the users you wish to edit by checking the boxes beside their name
Under the Actions dropdown, choose "Bulk Edit"
A screen will appear allowing you to check the options (listed above) for the edits you wish to make. Once an option is checked, you can select from the choices listed (multiple selections can be made)
Click "Save" to save your edits
Bulk Adding Records
Bulk Adding Records
The Bulk Add Records Action allows you to multiple users at once. This is ideal for when a team has completed a course together, and you want to add their certifications.
Select the users you want to add the record for by checking the boxes beside their name
Under the Actions dropdown, choose "Bulk Add Records"
A new screen will appear allowing you to fill in all the necessary information that record.
Hit "Save" to save your new record
Managing Individual Users
You can also make changes to individual Users. Simply click on the user's name and their profile page will come up, allowing you to make whatever necessary changes you require. Here's how to navigate their profiles.
General
General
The General page is where all the user's general information is stored. As well as Name, Email Address, and Company, you can add the following to your user's profile:
Employee #
Specialization
Rate
Pay Class
Photo
Medical Notes
Emergency Contact Name
Emergency Contact Phone Number
Titles
Titles
The Titles screen is where you can locate and assign any of your created Titles to your user. Feel free to assign as many Titles as you wish, and choose a Favorite Title.
Note; You can also assign a Permissions Template and add Records in the Titles screen.
History
Review changes made to users Titles with our History option. Here, you can see when changes were made, who made the changes, and what those changes were.
To see your Titles History, click on the far left timer icon
Permissions
Permissions
The Permissions screen allows you to individually add or remove permissions from the users.
Each of the permissions are housed under separate headers:
Project - these are all the modules within each of the Projects
Project (Power) - these are all the Power modules within the projects
Company - these are all the Company modules
Safety Reports, Site Reports, Equipment Reports, Company Reports, & Hidden Reports
Important Note: If changes are made to individual permissions on a user assigned to a Permissions Template, it will unassign them from the template.
History
Review any changes made to your user's permissions by selecting History. See when changes were made, who made the changes, and what those changes were. To see your Permissions history, click on the far right timer icon.
You can Restore any Permissions changes made by clicking the "Restore" button within any of the Permissions Changes.
Hot Tip: Click on the "i" icon to find out what each permission grants access to
Using your Filters
Filters are a great way to search specific users. Filters allow you to narrow down your search based on the specific criteria you require. Use your Filters to search by:
Titles
Tags
Pay Class
Company
Tier
Status
Specialization
Classification
Crews
To search users by filters, click on "Filters" and enter the criteria you wish to search by. Click "Apply" and the list of users matching your selected criteria will appear. The filters selected will appear above your list of users, beside a red lightning bolt, indicating that Filters are in place.
Settings
Use your Settings to determine how you want to view your Users list. The columns in your list provide you with information about each user (ie; Titles, Tier, Primary Phone Number etc.) With your Settings, you can decide which columns you want to appear in your list, and where you want them to appear.
To adjust your Settings, click on the gear icon beside your Actions dropdown, and check the box beside any of the columns you want to appear, as well as rearrange the order of the columns in the table on the right.
Understanding Your User Count
Keep track of your user count with our table at the top of your Users tab in your Team module. Here, you will see how many Collaborator, Lite User and User seats have been fulfilled out of what seats are available to your account.
