> For the complete documentation index, see [llms.txt](https://docs.shortcutco.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.shortcutco.com/readme/configuration/workforce-users-+-roles-+-teams.md).

# Users and Teams

Invite your team, set their role, crew and pay rate, and organize your crews. Users and Teams both live in Settings → Workspace.

Two Settings pages manage your team. Both are in **Settings → Workspace**:

* **Users**: everyone who signs in to Shortcut, with their role, crew, pay rate and license number. [Open Users →](https://shortcutco.com/settings/users)
* **Teams**: your crews, their colours, and who's on each one. [Open Teams →](https://shortcutco.com/settings/teams)

Only company admins can open them.

{% hint style="info" %}
Looking for **Timesheets**? It's in the left navigation, between Costs and Reports. See [Timesheets & Time Clock](/readme/time-clock-and-timesheets.md).
{% endhint %}

## Roles

* **Admin:** full access (Settings, proposals, payments, billing, automations, and so on).
* **Employee:** sees their assigned jobs on **Today** (in the [mobile app](/readme/mobile-app.md) or at [/today](https://shortcutco.com/today)), checks in with GPS, adds photos and notes, and completes jobs. If [Time Clock](/readme/time-clock-and-timesheets.md) is on, they also clock in and out and manage unpaid breaks from the same screen.
* **Client:** your customers. They never sign in to Shortcut itself. Once you invite them to your [customer portal](/readme/customer-portal.md), they sign in there to see published visits and service reports, invoices, payments and autopay. Client accounts come from accepted proposals, not from Users.

## Users

<figure><img src="https://2299783971-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FOhi7KtJ4vY1pDKwWu5SV%2Fuploads%2Fgit-blob-f6c3be6b681473498eef6320f9f447b0adc37cb0%2Fsettings-users.png?alt=media" alt="Settings → Users: one row per person with their name and email, a team pill with the crew&#x27;s colour dot, a pay rate or Set rate, and a ⋯ menu, with Add user at the top right and the pay-rate note along the bottom"><figcaption><p>Users: one row per person, with their crew and pay rate right on the row.</p></figcaption></figure>

Each person has one row: their name and email (plus their license number, if they have one), and a mark for **Admin**, **Invited** or **Inactive** where it applies.

On each row:

* **Team:** click the crew name, or **Assign team**, to put them on a crew.
* **Pay rate** (employees only): shows their wage, like **$25.00/h**, or **Set rate** when the company default applies. Click it to change the wage, or **Use default** to go back to the company rate.
* **⋯:** **Edit**, **Move to…** (another crew), and **Deactivate**. For an inactive person it's **Edit** and **Reactivate**.

Team moves and deactivations save as soon as you click.

### Add a user

{% stepper %}
{% step %}

#### Click Add user

It's at the top right of the Users page.
{% endstep %}

{% step %}

#### Fill in who they are

**First name**, **Last name**, and **Email**. Choose a **Role**: **Employee** or **Admin**.
{% endstep %}

{% step %}

#### Choose their team

Employees need a team; admins can stay **Unassigned**. No teams yet? The picker says **Create a team first**, so set one up on [Teams](#teams) and come back.
{% endstep %}

{% step %}

#### Optional details

* **Hourly wage** (employees only): internal only. Leave it blank to use the company default.
* **Applicator license number (optional)**: stamped onto their chemical application records.
* **Phone (optional)**: once you type a number, an **SMS notifications** checkbox appears, already ticked. Untick it if they shouldn't get text alerts.
  {% endstep %}

{% step %}

#### Click Send invite

Shortcut emails them a link to set up their account, and the row appears with **Invited** until they accept.
{% endstep %}
{% endstepper %}

Adding people is web-only: in the mobile app the page says **Add new staff on the web**. You can still edit people from the app.

### Deactivate or reactivate someone

Click **⋯ → Deactivate**. Shortcut asks first: *They lose access right away and come off their crew. Their history stays, and you can reactivate them later.*

The row stays where it is, greyed out, with an **Inactive** mark. Their team and pay rate are locked: you can't click them until you reactivate the person.

The next time you open Users, inactive people sit in a folded **Inactive (N)** section at the bottom of the list. Click it to show or hide them. To bring someone back, click **⋯ → Reactivate** on their row. They move back up into the main list.

<figure><img src="https://2299783971-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FOhi7KtJ4vY1pDKwWu5SV%2Fuploads%2Fgit-blob-080e5d87cb29511664ee4f97160b876ac6e34188%2Fsettings-users-inactive.png?alt=media" alt="The bottom of Settings → Users with the Inactive section opened: a greyed-out row marked Inactive, with its team and pay rate locked, and a ⋯ menu"><figcaption><p>Inactive people sit in a folded section at the bottom of Users. Their team and pay rate stay locked until you reactivate them.</p></figcaption></figure>

You can't deactivate yourself from this page. To close your own login, use **Security → Deactivate account** (see [Your account](/readme/your-account.md)).

### Employee statuses

* **Invited:** the invite went out, and they haven't set up their account yet.
* **Active:** they've accepted and can use the app.
* **Inactive:** deactivated (you can reactivate them).

## Teams

<figure><img src="https://2299783971-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FOhi7KtJ4vY1pDKwWu5SV%2Fuploads%2Fgit-blob-c13f95c05e41a549da59131ee29d1bce439091bd%2Fsettings-teams.png?alt=media" alt="Settings → Teams: crews listed with their colour dots and names, the loaded hourly cost under each name, member faces and counts on the right, a ⋯ menu on each row, and Add team at the top right"><figcaption><p>Teams: every active team counts as one crew on your plan. Users are unlimited.</p></figcaption></figure>

At the top of the page Shortcut reminds you: *Every active team counts as one crew on your plan; users are unlimited. Plans & billing shows the per-crew price.* Each crew is a lane in Dispatch and Calendar.

* **Add a crew:** click **Add team**, type a name, and press **Enter** (or click **Create team**). Click the dot first if you want to pick its colour.
* **Rename:** click the name. **Enter** saves and **Esc** cancels; clicking away saves too.
* **Change the colour:** click the dot.
* **See its jobs:** **⋯ → Team's jobs** opens Jobs filtered to that crew.
* **Who's on it:** each row shows up to three faces and the member count. To move people between crews, use **Users**: the team pill, **⋯ → Move to…**, or **Edit**.

If Costs is set up, each crew shows its combined hourly cost under its name ("Σ $… /hr loaded").

### Archive a team

Not using a crew for now, like a seasonal one? Archive it instead of deleting it. Click **⋯ → Archive team…**.

* Shortcut first checks what the crew still has. If it still owns active recurring jobs or has open visits, the window lists them. Move them to another crew in Jobs or Dispatch, then archive it.
* If people are on the crew, choose where they go under **Move N members to**.
* Click **Archive team**.

An archived crew leaves team pickers, Dispatch and the crew app. Its past jobs and visits keep its name. With nobody on it, it no longer counts as a crew on your plan.

Archived crews are listed under **Archived teams**, with the day they were archived. Click **Restore** to bring one back, or **⋯ → Delete team** to remove it for good.

You can't archive your default team: its **Archive team…** item is greyed out and says **Default team**. Click **⋯ → Make default team** on another crew first.

### Delete a team

Click **⋯ → Delete team**. Deleting is permanent and lowers the number of crews you're billed for. If people are on the crew, choose where they go under **Reassign users to**. If the crew owns recurring jobs, choose another crew under **Reassign owned jobs to**, or **Leave unowned**. See [Crew ownership](/readme/dispatch/crew-ownership.md). You can't delete your only team.

## What else you manage per person

* **Applicator license number:** stored per user and stamped onto chemical application records. A missing one doesn't stop a crew completing a record, but it blocks the Chemical Applications document in [Reports](/readme/reports.md) until you add it.
* **SMS notifications:** a per-person checkbox for text alerts. It appears in **Add user** and **Edit** once the person has a phone number.
* **Hourly wage** (optional, admins only): feeds your loaded labor rate in [Costs & Profitability](/readme/costs-and-profitability.md) so job margins are real. As the note at the bottom of Users says, *pay rates are internal-only. Crew members never see rates or margins in the field app.*

{% hint style="info" %}
Still stuck? Email **<hello@shortcutco.com>** with the user's email and the team they should be on.
{% endhint %}