A Complete Guide to Adding, Managing & Organizing Your Users

➕ Adding a New User

Got a new tech starting Monday? Get them set up in minutes. Here's how:

1. Head to Settings > Users. This is your team's home base inside RazorSync.
2. Click the [+] symbol in your Users list to open the new user form.
3. Fill out the form. Fields marked with a red * are required — don't skip those!
4. Set up their notifications. Under Notify Via Email or SMS, choose how this team member gets alerted about new jobs and schedule changes. Important: Make sure the wireless provider you select matches their actual phone carrier so SMS notifications land correctly. RazorSync sends email notifications and text messages to field technicians reminding them of their work schedules and jobs — but only if this is set up correctly!
5. Pick their color. This isn't just cosmetic — each user's color shows up on your Schedule view and the Field Workers Map, making it effortless to see at a glance who's where and what's assigned to whom. Instantly understand job statuses using your preferred color-coded worker and work order tagging system.
6. Assign their Role. This is a big one. RazorSync has three role levels, and choosing the right one protects your business data while empowering your team:
   • 🔑 Admin: Full access — Settings, Reports, and the ability to delete customers, work orders, and other records. Best for owners and office managers.
   • 🔧 User: Your field techs' go-to role. They can see and work their jobs, but they can't access Settings or Reports, and they can't delete records. Their visibility into customers, work orders, and invoices can be fine-tuned through your workflow settings.
   • 📋 Support: Great for schedulers or call-takers. They can schedule work orders but can't be assigned jobs themselves, and they don't have access to the Schedule page. The most limited role — perfect for someone who just needs to book appointments.
7. Use the Hide User option if you want to keep someone out of your Schedule, Map, and Time Card Reports (handy for back-office-only staff).
8. Add their QuickBooks Employee Display Name if you're syncing time cards and payroll data with QuickBooks. RazorSync's differentiating capabilities include the mobile app for technician updates, paperless service forms with photos and signatures, and QuickBooks integration.

📌 Note on Pricing: Each RazorSync plan includes a set number of users. Any active users beyond your plan's limit will incur an additional cost, billed monthly or annually. Keep this in mind as your team grows!

✏️ Editing an Existing User

Need to update a tech's phone number, change their role, or adjust their color on the schedule? Easy.

1. Go to Settings > Users and click on the user's name.
2. Update any fields as needed and save.

⚠️ Heads up: If you change a user's Username, they'll need to log back in with the new credentials. Give them a quick heads-up before you make that change!

🚫 Deactivating a User

When a team member moves on, you don't want to leave their account active — but you also don't want to lose the history of every job they ever touched. Here's the right way to handle it:

1. Go to Settings > Users and click on the departing user's name.
2. Click EDIT > DEACTIVATE.
3. Reassign their work. A prompt will appear giving you the option to reassign all of their future Work Orders and Tasks to another team member. Simply pick someone from the drop-down, or leave it as Unassigned if you'll sort it out later.
4. Hide the user from the Timeline, Map, and Time Card Reports to keep your views clean and clutter-free.

🔒 Why can't I just delete them? Users can't be permanently deleted because their history matters — think assigned work orders, notes they added, tasks they completed. Deactivating and hiding is the best practice. And the great news? An inactive user does NOT count toward your active user total, so you won't be charged for them.

🕐 Clock In/Out Assistance

Admins can clock users in or out directly from the portal — a lifesaver when a tech forgets to clock in from the field.

🔐 Password Help

Admins can reset passwords for any user on the team. No more waiting on IT or losing time to a locked-out technician.

📅 Custom Schedules — Work Smarter, Not Harder

Every person on your team has their own hours. RazorSync lets you set a custom weekly schedule for each user. When you do, their non-working hours are automatically grayed out on the Schedule page — so your dispatcher isn't accidentally booking your HVAC tech at 6 AM on a Sunday.

Don't worry — if an emergency job comes up outside their normal hours, you can still assign it. The custom schedule is a guide, not a lock.

📦 Inventory Management (If Applicable)

Stop guessing what's on your trucks. You can assign inventory items directly to individual users, so you always know what each tech is carrying.

• Search and add items to a user's profile.
• Click the [...] icon next to any item to:
  • Assign quantities
  • Download an activity report
  • Notify the tech of their available stock
  • Remove inventory as needed
• When a tech adds a part to a work order, their personal quantity and your overall stock count update automatically. By digitizing work orders and customer information, RazorSync reduces errors associated with manual data entry and paper-based systems.

🗺️ Route Optimization (If Applicable)

Every mile your techs drive costs you money. With RazorSync's Route Optimization, you can set a Start and End location for each user — typically your office address or their home address — so their daily route is calculated for maximum efficiency.

Optimize routes to reduce drive time and maximize productivity, and easily adjust schedules with a simple drag-and-drop interface. Less windshield time means more jobs completed per day — and that goes straight to your bottom line.

Did you know that the QuickBooks Employee Display Name you set in each user's profile maps directly to QuickBooks for time card and payroll syncing? RazorSync's robust yet simple-to-use features include customer and team management, scheduling, integration with QuickBooks, merchant services, and more. That means less manual data entry at the end of the week and fewer payroll headaches for you or your bookkeeper.

Your team is the engine that drives your business — and now you have the tools to manage them like a pro. From setting the right access levels to optimizing daily routes and tracking inventory on every truck, RazorSync puts you in the driver's seat. RazorSync is redefining the landscape of field service management, empowering businesses to efficiently manage customers, dispatch field workers, streamline invoicing, and accept payments — all within a single, efficiently connected platform.

Set your team up right, and watch your operations run smoother than ever.