Your team lives under Employees in the sidebar (owner/admin only). Each person is either a login user with a role, or a schedule-only record with no login.
Roles
| Role | What they can do |
|---|
| Owner | Full control, including billing and ownership. |
| Admin | Runs the organization. Everything except billing and ownership. |
| Technician | Field crew. Jobs, calendar, conversations, and their own timesheets. |
| Schedule-only | No login. Appears in scheduling and timesheets but can’t sign in. |
Only an owner can invite someone as an Admin or Owner. Admins can invite technicians.
Add someone
Click New employee. The key choice is the App access toggle:
- On: ShineCRM emails an invitation. You pick the role (Technician, Admin, or Owner). When they accept, they set their own password and can sign in.
- Off: creates a schedule-only record with no login. Useful for a crew member you schedule and track hours for but who doesn’t use the app. You can turn app access on later.
Pending invitations show in their own table, with an expiry date. If an invite expires, send a new one.
Edit a person
Open an employee to update their name, phone, email, and calendar color, and to toggle them active. A permission matrix on the page shows exactly what their role can and can’t do. Inactive employees are hidden from new job and shift assignments but stay on past records.
Frequently asked
What’s the difference between a technician and a schedule-only person?
A technician has a login and uses the app. A schedule-only person has no login; they exist so you can put them on the schedule and track their hours.
Can an admin change someone to an owner?
No. Only an owner can grant Admin or Owner. This keeps control of the account with the owner.
Someone left. What do I do?
Set them inactive. They drop off new assignments but stay on the jobs and timesheets they were part of. 