Organize employees

The Manage Team page in Settings is where you view and manage all team members. It has two tabs: Internal for team members getting their own login, and External for outside crews who don’t log in (used when you generate a Work Order for a job they’re handling).

View and edit an employee

Go to Settings → Manage Team.
Find the employee in the Internal or External tab.
Click the edit (pencil) icon on their row to open the Update Employee form.
Update any field and click Update.

Deactivate someone who has left

Go to Settings → Manage Team.
Find the employee.
Click the delete icon on their row and confirm.

Their name stays on historical jobs, invoices, and commission reports — they simply can no longer log in or be assigned new work.

Keep your External team separate

For outside installers, subcontractor crews, and third-party partners, use the External tab on the Manage Team page. External team members:

Don’t get a Service Buddy login — you store their contact details only.
Don’t count against your internal team seat limit.
Can be picked when generating a Work Order for a job they’re handling — that’s how you pass them their assignment.

Tips

Use Tags on employee records for soft grouping. Add tags like Install Crew, Measure Team, Weekend Crew, or Showroom Sales to find the right people quickly.
Use Access Level to control permissions. Giving everyone Admin access creates security and accountability gaps. See Assign roles and permissions.

FAQ

What’s the difference between Internal and External tabs?

Internal is for team members getting their own Service Buddy login — sales associates, office team, in-house measurers, in-house install crews. External is for outside crews you don’t give logins to. You store outside-crew contact details on the External tab so you can pick them when generating a Work Order. Only Internal employees count against your seat limit, get an Access Level, or appear on the Commissions report.

How do I deactivate an employee who’s leaving?

Use the delete icon on their row in Manage Team. The employee can no longer log in or be assigned to new work, but their name stays on historical jobs, invoices, notes, and commission reports — your audit trail is preserved.

Should I delete or just deactivate former employees?

Deletion in Service Buddy is closer to deactivation — the record is removed from the active list, but past references are preserved. There’s no “true” hard delete that wipes their name from history (which would break records anyway).

How do I find a specific employee fast?

Use the search bar at the top of the Manage Team list. It matches name and email. For larger teams, the Tags column also helps — tag people by team (Install Crew, Sales) and filter when needed.

Can I move someone between Internal and External?

Not directly. If an in-house employee transitions to an outside contractor (or vice versa), delete the old record on one tab and create a new one on the other. Their access changes fundamentally — the records reflect that.