Overview
Personnel Settings allows you to set up and manage your employee list. This list should include everyone in your organization. Setting up employees in Personnel Settings enables BuildOps to track time for all personnel.
Accessing Personnel Settings
To access Personnel Settings:
Hover over your company name in the upper left corner.
Click Personnel.
Employee Table
The Employee Table in Personnel Settings displays all employees. You can create and save custom Table Views to display specific information quickly.
Custom views can be set as default or shared with your team.
We recommend saving frequently used filters or views to streamline navigation.
Crews
You can create Crews to simplify scheduling and dispatching.
When scheduling Visits, the primary technician and additional technicians will be auto-populated based on the Crew setup.
The primary technician can update team details through the mobile app.
Crews are useful for teams that frequently work together but can be overridden as needed.
Adding a New Employee
Click Add Employees.
Fill in the Personal Info section:
Employee Image
First Name (required)
Last Name (required)
Address (if entered, it will appear as a pin on the Dispatch Board > Map View for technicians)
Personal Phone
Personal Email
Employee Code
Update Employee Settings:
Work Phone
Work Email (must be valid and regularly accessed)
Username (each user must have a unique username; consider a standard format, e.g., thor.odinson or [email protected])
Role (determines access based on Roles & Access Rights in Company Settings)
Departments (ensure correct departments are assigned to enable job, project, and visit assignments)
Technician User (check this box to add the employee to the Dispatch Board for visit assignments)
Admin Rights in BuildOps (grants full access to foundational settings)
Sales User (allows the employee to be selected as a Project Manager in a job)
Input Technician Labor Type & Hour Rate Settings:
Labor Rate Group (required)
Labor Type (required)
Labor Rate Modifiers (used for burden, overhead charges, or payroll adjustments)
Payroll Hour Rates & Billing Hour Rates (if left blank, default rates from Labor Settings will apply)
Click SAVE.
Activating a New Employee
After saving, the new employee’s Login Status will display as No Login.
Click the edit pencil in the Action column.
Click INVITE TO BUILDOPS (upper left corner) to send an email invitation.
The employee (or admin) will receive an email with account details.
The employee logs into BuildOps using the provided username and temporary password (valid for 24 hours).
If needed, resend an invitation:
Click the edit pencil in the Action column.
Click RESEND INVITATION (upper right corner).
After updating an employee's information, you may need to send a new invitation for the changes to take effect.
As an admin, you can also activate an employee by following these steps:
Send an invite to the employee.
Reset the employee’s password.
Log in using the employee’s username and temporary password.
Once the employee is active, they will appear on the Dispatch Board if their profile is set as a Technician User.
Deactivating an Employee
Click DEACTIVATE EMPLOYEE to mark them as inactive.
Click DISABLE BUILDOPS LOGIN to revoke login access while keeping them employed in the system.
Always SAVE edits before exiting.
Updating Employee Information
After creating an employee profile, you may need to update their information in the system.
Navigate to the employee profile by clicking the edit pencil in the Action column.
Update the relevant fields in the user profile.
Ensure that updated information is accurate, especially for fields that integrate with other systems like SSO.
Click SAVE to confirm changes.
If you need to change a user’s email address or username, please contact our Support Team for assistance.
Adding a New Crew
Click the Crews tab in Personnel Settings.
Click + NEW CREW.
Enter Crew Name, Department, Foreman, and Technicians.
Click SAVE.
To edit a Crew:
Click the Crew Name.
Click EDIT CREW (upper right corner) and save changes.
Skills and Certifications Tracking in BuildOps
Overview
The Skills and Certifications Tracking feature in BuildOps provides a structured way to manage technician qualifications and expertise directly within the platform.
This eliminates the need for external spreadsheets or manual tracking, ensuring your team always assigns the right technician to the right job while maintaining up-to-date records of certifications.
Key Benefits
Centralized tracking of technician skills and certifications
Improved job assignment accuracy based on technician qualifications
Visibility into certification expiration dates and renewal needs
Streamlined management of workforce competencies
How to Use the Feature
1. Configure Skills and Certifications
Navigate to Personnel → Custom Fields to define your organization’s technician skills and certifications.
You may organize skills into a structured hierarchy
Certifications can be grouped for easier management
2. Assign Skill Proficiency Levels
You can assign a proficiency rating from 0 to 5 to employees for each skill, allowing you to track expertise across your team.
3. Link Certifications to Employees
Associate each technician with their corresponding certifications and required qualifications.
Each certification record can include:
Start and expiration dates
Issuing organization
Certification number
Attachments (e.g., scanned certificates)
4. Enable Smart Dispatch Optimization
When creating a Visit, you can specify required skills or certifications.
BuildOps' Smart Dispatch optimizer will then consider only those technicians who meet the defined criteria—ensuring compliance and efficiency in workforce scheduling.
FAQs
1. Can we edit Crews?
Yes. You can adjust scheduled crew members when setting up a Visit (e.g., remove and replace a Crew member).
2. I added a new employee, but they did not receive the invite email?
Ensure the employee has been invited to BuildOps. Refer to How to Activate a New Employee for steps.
3. Can we edit our employee's work email and username?
No. For security and system integrity reasons, you will have to contact BuildOps Customer Support to update an employee's work email or username. Support will ensure the changes are properly synchronized across all integrated systems.
4. How do I resolve SSO email mismatch issues?
If an employee experiences an email mismatch between their SSO and BuildOps profile, either:
Update the employee profile in BuildOps to match the SSO's email, or
Ask your IT team to modify the email in the SSO setup to match what's in BuildOps.
5. How can I correct spelling errors in an employee's name?
For name corrections that cannot be edited directly in the system, submit a request to BuildOps Customer Support with the current incorrect name and the desired correct spelling.
6. What should I do after updating employee information?
After updating employee information:
Advise employees to use the credentials provided after any updates
Consider resetting passwords for immediate access, which will generate a system email with a new temporary password
Verify that updated information is synchronized between BuildOps and third-party integrations
7. Why is the technician profile I added not showing on the Dispatch Board?
To display a technician on the Dispatch Board, ensure that:
The technician’s login status is set to Active.
The Technician User option is checked in their profile.
8. Why is there no pencil icon to edit the granted user information?
This happens when the primary user is inactive, which prevents the edit (pencil) icon from appearing. To update the user’s information, you’ll need to go to the main tenant where the user originates, activate the user there, and the pencil icon will become available for editing.