Onboarding Guides
Employees: Setup
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Manage your team.
Overview
Sitefotos manages your team across three connected areas. Understanding how they fit together is the key to setting up your people correctly.
Area | What it does |
|---|---|
CRM > Employees | Create and manage employee records: contact details, branch, routes, pay rates, mobile-app behavior, activities, reminders, and (optionally) website login access. |
Settings > Roles | Define reusable permission templates. A role is a named set of “can see / can do” rules across every module in Sitefotos (Photos, Sites, Employees, Service History, etc.). |
Settings > Permissions | Manage the actual website login users — who can sign in to the web app, their password, which role they get, and their landing page. |
How They Connect
Build your Roles first (e.g., Admin, Manager, Viewer) in Settings > Roles — these are the permission templates.
Create the Employee record in CRM > Employees.
Give that employee website access by assigning a Role — done either on the employee record (Website Login Permissions) or in Settings > Permissions (Add User).
The person logs in and sees exactly what their role allows. You can fine-tune any individual later from Settings > Permissions.
Note: An employee record on its own does not create a login. A person can only sign in to the website once they have been assigned a User Role (a web account).
The Employees Tab (CRM > Employees)
1. Getting There
In the left sidebar, click CRM to expand it.
Click Employees. (Direct address ends in /#/contacts/employee.)
2. The Employee List
The list shows every employee with sortable, filterable columns: First Name, Last Name, Email, Mobile, Title, Branch, and an Actions column. A filter box sits under each column header; click a header to sort.
Saved Views (the tabs above the table)
Tab / control | Purpose |
|---|---|
All | Every employee record. |
Web Accounts | A filtered view showing only employees who have a website login. Use this to see, at a glance, who can sign in to the web app. |
+ View | Create a new saved view with your own column layout, filters, and sort order. Use the ⋮ menu on a view tab to rename, set as default, or delete it. |
Toolbar (top-right of the table)
Button | What it does |
|---|---|
Import from Sheet | Bulk-add or update employees from a spreadsheet — the fastest way to load a whole team at once. |
Clear Filters | Removes all active column filters and returns to the full list. |
Refresh Table | Reloads the latest data. |
Manage Columns | Show, hide, and reorder which columns appear in the table. |
Export to Excel | Download the current view as an Excel file. |
Per-Row Actions
Reminders (calendar icon) — opens “Reminders for [employee]” where you add follow-up reminders with a Type, Status, Due Date, Due Threshold, and Notify settings.
Delete (trash icon) — removes the employee record. You cannot delete your own logged-in record, so no trash icon appears on that row.
3. Creating a New Employee
Click the + New Employee button at the top. The record opens with several sections. Only a name is strictly required to save; everything else can be filled in now or later.
Profile
Field | Notes |
|---|---|
Photo | Optional headshot/avatar (use Remove to clear it on an existing record). |
First / Last Name | The employee's name (the minimum needed to save). |
Company | Defaults to your company (e.g., Sitefotos). |
Title | Job title, e.g., “Onboarding Specialist.” |
Mobile | Mobile phone number. |
Branch | The branch/location this employee belongs to. The pencil icon lets you manage the list of branches. |
Used for communication and, importantly, as the login email if you grant web access. | |
Address 1 / 2, Country, State/Province, City, Zip | Mailing/location details. |
Contact Notes | Free-text notes about the person. |
Labels | Tags for grouping/filtering (defaults to “Employee”). The pencil icon manages the label list. |
Reports To | Links this employee to their manager. |
Mobile App Settings
Important: These settings control the person's behavior in the Sitefotos mobile app. They do not restrict users who log in with an access code (Company ID) plus a different email — to control all access-code users, use the account-wide mobile app settings.
Setting | Options & meaning |
|---|---|
Track time with the app | Checkbox. When enabled, this employee's time is tracked through the app. Turning it on reveals a Crew Leader checkbox to designate the person as a crew lead. |
New Site Creation in the App | Default (use account setting, which follows the global settings on the app settings page — recommended) / Allow (let this person create sites even if the account prevents it) / Prevent (block this person even if the account allows it). |
Camera tab visibility in the app | Default (follow the global settings on the app settings page) / Show (show the Camera tab) / Hide (hide the Camera tab; the person can still capture photos via the form camera). |
Website Login Permissions
This is where you grant and configure web (browser) access for the employee.
Field | Meaning |
|---|---|
User Role | The role (permission template) this person gets when they log in to the website. The list is populated from Settings > Roles. Leaving it blank means the employee has no website login. |
Default Page | The screen the user lands on after signing in (e.g., Photos, Sites). |
Other Record Sections
Section | What it holds |
|---|---|
Files / Docs | Upload File to attach documents to the employee (certifications, agreements, etc.). Appears on saved records. |
Routes | Assign the employee to routes. “Default Site List” and the routes grid (Route Name, Category, Assigned) let you manage which routes/sites they cover. |
Activity | Log and view interactions (Add Activity). Each entry has a Site, Contact, Date/Time, Type (e.g., Email), and Notes. |
Pay Rates | Add pay rates by Trade, Service, and Equipment with a Price — used for labor costing. The Default rate is the employee's ordinary pay rate; if you set a different rate by service, that rate is recorded whenever they are checked into that specific service. |
Save: Click the green Save button (top-right of the record) to commit. Use the X to close without saving.
4. Editing or Deleting an Employee
Double-click an employee row to open the full record.
Make changes in any section, then click Save.
To delete, use the trash icon in the Actions column on the list (remember you can't delete your own record).
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