Personnel

Free Web App Mobile App

Personnel is the roster of every team member in your company — owners, managers, operators, drivers, mechanics, laborers. Each record holds the rate you pay them, their role, contact info, and availability. Pick a person on a bid and the row auto-fills with their name, role, and rate.

Personnel management is available on web and mobile. The Owner and Manager roles can add, edit, and deactivate anyone (except owners themselves can’t be deactivated). Mechanics have limited access.

Inviting a team member

Adding someone to Personnel is the invitation — when you send the form, they receive an email to set up their account.

Go to Resources → Personnel on web, or Team on the mobile app.
Tap Add Personnel.
Fill in the fields:
- Name, email, phone — required. You’ll enter the email twice — the invitation (and their login) is tied to that address, so double-check it’s correct.
- Role — pick from: Owner, Manager, Foreman, Bookkeeper, Operator, Mechanic, Labor, Driver, Customer. Their access is defined by the selected role, and you can change it at any time. The ⓘ next to the field summarizes what each role can see.
- Hourly rate ($/hr) — your internal cost rate. Used in bid calculations.
- Status — Available or Unavailable (see below).
- Crew (optional) — assign to a crew for scheduling. This can be changed at any time.
Send Invitation.

What the new member sees

They get an email with a Set Up Your Account button, where they create their own password. There’s nothing for them to pay — your plan covers every invited member.
With their email and new password they can sign in on the web or the iPhone / Android app. Tapping the email link on a phone with the app installed opens the setup screen right in the app.
Invitation links are single-use and expire after 30 days. If one expires, the person can simply use Forgot Password on the login screen with their work email instead.

Invites respect your plan’s team member limit — Free includes up to 2 team members, Business up to 5, Business Plus up to 10. Customers and deactivated members don’t count toward the limit.

Statuses & lifecycle

Personnel have a two-level availability model:

Status — shown as a badge in the table. Two values:
- Available (green) — the default, ready for bids and scheduling.
- Unavailable (orange) — temporarily out (on leave, sick, etc). Still visible in the list; AI chat excludes them from recommendations.
- Use the leaveStartDate / leaveEndDate fields to schedule unavailability ahead of time. The table shows “On Leave until [date]” badge.
isActive — not shown in the UI. Toggled by the Deactivate action (eye/undo icons).
- true (default): person is a current team member.
- false: person is removed from the company. They lose app access, disappear from all dropdowns, and are hidden from the AI bid chat. Their history stays intact — nothing is permanently deleted.

Owners cannot be deactivated via the UI — remove the Owner role first (another Owner must do this).

Personnel in bids

When you add a personnel row to a manual bid:

The dropdown shows every active team member with Available status.
Picking one auto-fills the name and role.
The daily rate is derived from their ratePerHour times their hours per day (which defaults to your business-day length).
Days allocated defaults from the timeline on the bid.

The AI bid chat receives your personnel list with names, roles, and rates. It recommends specific people by name rather than “need an operator”. People who are inactive or Unavailable are filtered out.

Crews — group personnel into crews for scheduling. Crew assignment happens in the personnel record; crew-level scheduling lives in the Scheduling section.
Timecards — clock-in/clock-out on the mobile app. Rates from the personnel record drive payroll totals.
Avatar photos — uploaded via mobile or web, shown throughout the app in assignee pickers, chat, and reports.

Next steps

Equipment Fleet with rates and statuses.

Vendors Subcontractors and suppliers.

Locations Yards and offices for mobilization distance.

Manual Bids See how personnel flow into a bid.