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Personnel

Written by Krystal Allen

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.

Some fields cannot be changed by admins and require BuildOps Support to update: First Name, Last Name, Work Email, and Username. When requesting a change, include the employee's current values and the correct values you need.

Accessing Personnel Settings

To access Personnel Settings:

  1. Hover over your company name in the upper left corner.

  2. 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 Crew

  1. Click the Crews tab in Personnel Settings.

  2. Click + NEW CREW.

  3. Enter Crew Name, Department, Foreman, and Technicians.

  4. Click SAVE.

  5. To edit a Crew:

    • Click the Crew Name.

    • Click EDIT CREW (upper right corner) and save changes.

Adding a New Employee

  1. Click Add Employees.

  2. 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

  3. 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]) Usernames cannot contain spaces. Once saved, a username can only be updated by contacting BuildOps Support.

    • 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)

  4. 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)

  5. Click SAVE.

Activating a New Employee

After saving, the new employee’s Login Status will display as No Login. To update the status to Active, open the employee profile and click Invite to BuildOps. Once the user logs in and sets their password, their status will transition to Active.

  1. Click the edit pencil in the Action column.

  2. Click INVITE TO BUILDOPS (upper left corner) to send an email invitation.

  3. The employee (or admin) will receive an email with account details.

  4. The employee logs into BuildOps using the provided username and temporary password (valid for 24 hours).

  5. 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:

  1. In Personnel, open the employee record and make sure their Login Status is Invited.

    • If not, click Send Invite to set them to Invited.

  2. Still on the employee record, click Reset Password and set a temporary password using the required format

  3. Open an Incognito/Private browser window and log in to BuildOps using that user’s username and the temporary password you just set.

  4. After a successful login, go back to Personnel. The user’s Login Status should now show as Active.

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.

Reset User Password

  1. Navigate to Personnel:

    • Hover over your company name in the upper-left corner and select "Personnel."

  2. Find the User:

    • Search for the user whose password you need to reset.

  3. Verify Account Status:

    • Ensure both "Login Status" and "Active Status" are set to Active. Use the pencil icon to adjust if needed.

  4. Edit the User:

    • Click the pencil icon under the Action column to open the user’s profile.

  5. Reset the Password:

    • Click "Reset Password" (top right).

    • Enter a new password that meets the following requirements:

      • At least 8 characters long

      • Includes at least three of the following: a lowercase letter, an uppercase letter, a number, a special character (!@#$%^&*)

  6. Save Changes:

    • Save to apply the new password. The user will receive an email with their credentials.

At the top right, click "Reset Password"

Note: Password must contain:

  • At least 8 characters

  • At least 3 of the following:

    • a lower case letter

    • an upper case letter

    • a number

    • a special character (!@#$%^&*)

For Non-Admin Users: Resetting Your Own Password

If you are not an admin and need to reset your password:

  1. Go to the Login Page:

    • Visit the BuildOps login page.

  2. Use the "Forgot Password" Link:

    • Click the "Forgot Password?" link at the bottom-left of the login box.

  3. Follow the Reset Process:

    • Enter your BuildOps username and click "Continue."

    • Check your email for the reset link and follow it to create a new password.

  4. Password Requirements:

    • The new password must be at least 8 characters long and include at least three of the following: a lowercase letter, an uppercase letter, a number, or a special character (!@#$%^&*).## For SSO-Managed Accounts If your BuildOps account is managed through SSO, password resets must be handled by your organization’s identity provider (e.g., Okta, Azure AD). Follow these steps:

  5. Contact Your IT Department:

    • Request a password reset through your organization’s SSO portal.

  6. Switching Off SSO (if needed):

    • If the account needs to be switched off SSO, update the authentication method for the user and then use the standard password reset process.

      Troubleshooting Common Issues

  • No Password Reset Email Received: Ensure the user is not configured for SSO. If they are, password management must be done through the SSO provider.

If you get the error below, please try to deactivate and reactivate the user then proceed to resetting the password.

Updating Employee Information

After creating an employee profile, you may need to update their information in the system.

  1. Navigate to the employee profile by clicking the edit pencil in the Action column.

  2. Update the relevant fields in the user profile.

  3. Ensure that updated information is accurate, especially for fields that integrate with other systems like SSO.

  4. Click SAVE to confirm changes.

If you need to change a user’s email address or username, our Support team can help.

Skills and Certifications Tracking in BuildOps

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.

Frequently Asked Questions

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 Activating a New Employee for steps. If the email was not received after resending: (1) ask the employee to check their spam or junk folder; (2) verify the work email address on the profile is spelled correctly; (3) have your IT team whitelist [email protected] if your company uses email filtering. Contact BuildOps Support if the issue persists after these steps.

3. Can we edit our employee's work email and username?

No. For security and system integrity reasons, this will need to be requested to BuildOps Customer Support to update an employee's work email or username. To request a change, contact BuildOps Support and include: the employee's first and last name, their current work email or username, and the new value needed.

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

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.

  • The account is active, and the user has logged in at least once.

  • The correct Departments are assigned to the employee — employees only appear in dispatch and assignment options for jobs and visits within their assigned departments.

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 account where the user originates, activate the user there, and the pencil icon will become available for editing.

9. How can I change the first and last name of a user?

Once a user has been created and saved in BuildOps, their first and last name fields are locked in Personnel and can’t be edited by admins. If you need to correct or update a name, please contact BuildOps Support with the user’s current name, the correct name, and their work email, and our team will process the update on the backend for you. To request a correction, contact BuildOps Support with the employee's current full name, the correct full name, and their work email address.

These identity fields are locked by design to protect user identity data and maintain system integrity and consistency across login, integrations, and audit history, similar to how work email and username are controlled.

10. Why is an employee not appearing in assignment dropdowns, job filters, or visit lists?

If an employee is not showing up where expected — such as technician assignment dropdowns, job-level fields, or visit filters — check the following:

  • Departments — employees only appear in dropdowns for jobs and visits within their assigned departments. Open the employee's profile and confirm the correct departments are checked.

  • Login Status — the employee must have Active status and must have logged in at least once. Profiles in No Login or Invited status may not be selectable in all contexts.

  • Technician User checkbox — must be checked on the employee profile for dispatch and visit assignment.

  • New employee sync delay — newly created profiles can take a few minutes to appear. Wait 5 minutes, then refresh the page and try again.

12. How does Personnel setup affect other modules like dispatch, job assignment, and time tracking?

Personnel configuration has direct downstream effects on other BuildOps features:

  • Departments — an employee without the correct department will not appear in assignment options for jobs, visits, or projects in that department.

  • Technician User — must be checked for the employee to appear on the Dispatch Board and be assignable to visits.

  • Labor Rate Group and Labor Type — required for time tracking and payroll reporting. Missing values cause gaps in labor cost reports.

  • Role — determines which modules and actions the employee can access. Incorrect roles are the most common cause of errors and missing buttons.

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