User and Role Management Workflow

Overview

This workflow covers how a team business adds and manages the people who use MyApprentice. It includes inviting team members, assigning roles, understanding what each role can see and do, managing your own profile, working within subscription seat limits, and deleting or restoring a user. The Business Owner and Admin start administrative actions from the Users area; every user manages their own profile. MyApprentice is a web application. Use this workflow when building or changing your team, or when any user needs to update their own account details.

Who This Workflow Is For

• Business Owners managing their team — full access to invite, edit, change roles, delete, and restore users.
• Admin users — can also invite, edit, and delete users, within set guardrails.
• Any team member — Business Owner, Admin, Supervisor, Finance, Tradie, or Apprentice — who needs to manage their own profile.

Before You Start

Have the email address, first name, and last name of each person you want to invite. Confirm your subscription seat count covers the number of users you plan to have — each active user uses one seat. MFA must be set up before inviting, editing, or deleting users (see the Security and Account Workflows guide).

End-to-End Workflow

Step 1: Understand the roles

MyApprentice uses six team roles. In plain terms:

• Business Owner — full control: jobs, scheduling, invoicing, timesheets, team management, settings, and billing.
• Admin — a back-office role for staff who manage bookings, clients, job admin, quotes, invoices, and supplier paperwork. Admin can create and edit clients (and delete clients), create and edit jobs, create/edit/send quotes and invoices, manage schedules and assign workers, manage users, access all Business Settings tabs, and approve timesheets. Admin cannot be assigned to a shift (back-office, not a field worker), cannot complete or finalise jobs, cannot delete invoices, cannot export payroll, and cannot clock in or out.
• Supervisor — operational management of jobs, schedules, and teams. Can complete jobs, manage schedules, and approve their team’s timesheets. Sees the whole team through the Schedule’s Team view, but has no access to the Users administration area or Business Settings.
• Finance — financial administration: invoicing and payments. Can create, edit, and send invoices, export payroll, and view jobs and quotes. Cannot complete jobs and cannot be assigned to a shift.
• Tradie — field worker. Views assigned jobs and shifts, clocks in and out, completes tasks, and logs materials.
• Apprentice — field worker with restricted, supervised access. Views assigned shifts and job details, clocks in and out, and completes shift to-dos. Cannot create or edit jobs or quotes, or access invoicing.

Step 2: Invite a team member

The Business Owner or an Admin invites the new user. The Users area is open to the Business Owner and Admin only.

1. Open the left sidebar under ADMIN and select Users to open the Users area and review active and pending users.
2. Select Invite User, complete MFA when prompted.
3. Enter the new user’s email address (this becomes their username and where notifications go), first name, last name, and role.
4. Select Send invite. The invited user shows as Pending until they accept.

Step 3: The invited user accepts and joins

The invited user completes their own account setup.

1. Open the invitation email and select Accept invitation.
2. On the account setup page, enter your name and create a password — or sign in with Google, Microsoft, or Apple if enabled. Your email is verified automatically.
3. Complete the Secure your account step to set up MFA, then land on your role-based dashboard.
4. If an invite is not received, ask the user to check their junk folder, or resend it from the Pending Invites area of the Users page.

Step 4: Edit a user or change a role

The Business Owner or Admin updates a user’s details or role.

1. Find the user in the Users area table, select Edit, complete MFA when prompted, make the changes, and select Save.
2. If you change a user’s email address, a verification email is sent to the new address — the user must verify it before they can log in again.
3. The Business Owner and Admin can change roles, with two guardrails on Admin:
   • An Admin cannot change their own role to gain higher access.
   • An Admin cannot delete the Business Owner.

Step 5: Manage your own profile

Any user can manage their own account. Finance, Tradie, and Apprentice users manage only their own profiles in this way.

1. Open your profile, account, or security settings area.
2. Edit the available fields — first name, last name, username, email, phone, and address — and use the Change password option if needed.
3. Use the Security tab to add, rename, or remove your own MFA methods.
4. Changing your email triggers re-verification before your next login.
5. Save your changes.

Step 6: Delete a user

When a team member leaves or needs access removed, the Business Owner or Admin deletes them. An Admin cannot delete the Business Owner.

1. In the left sidebar select Users, locate the user, and select Delete.
2. Complete MFA verification, then confirm in the dialog.
3. The user is removed from the active list and can no longer access the platform. The record is kept and can be restored, and all historical jobs, timesheets, quotes, and invoices stay attributed to that user. Deleting a user also frees a subscription seat.

Step 7: Restore a deleted user

The Business Owner or Admin brings a deleted user back. Restoring requires a free subscription seat — upgrade the subscription first if you are at the seat limit.

1. Navigate to Document History in the sidebar and select Deleted Items (top right).
2. Open the Object dropdown and select Users, search for the person’s name, select their row, and select Restore.
3. A confirmation pop-out names the user and notes they will reappear in standard application screens — select Restore to confirm.
4. The user reappears in the active Users list.

Common Issues & Limitations

• MFA is required to invite, edit, or delete users.
• Who can manage users. The Business Owner and Admin can invite, edit, change roles, delete, and restore users from the Users area. Supervisors, Finance, Tradies, and Apprentices cannot.
• Admin guardrails. An Admin cannot delete the Business Owner, cannot change their own role to gain higher access, and cannot see staff cost-rate fields.
• Email change requires re-verification. Changing a user’s email address sends a verification email to the new address; the user must verify it before they can log in again.
• Seat limits. Adding or restoring a user requires a free seat. If you reach your seat cap, delete a user or add seats from the Subscription tab before inviting or restoring. Exceeding the cap triggers a non-dismissible overlay that blocks the app until resolved.
• Deletion keeps the record. A deleted user is moved to Deleted Items — the record is kept and can be restored, and keeps all historical jobs, timesheets, quotes, and invoices attributed to them.
• Invite not received. Ask the user to check their junk folder; resend from the Pending Invites area.
• Apprentice access is intentionally limited. Apprentices cannot create jobs or quotes or access invoicing. If an Apprentice cannot do something expected, check that the right role has been assigned.

What Happens Next

Once users are invited and roles assigned, your team can log in and begin work according to their role — scheduling, field execution, timesheets, and invoicing. See the related workflow guides for scheduling and managing your team’s day-to-day work.

Related Guides

• Security and Account Workflows
• Business Setup Workflow
• Scheduling Work and Managing Your Team
• Quick Start Guide