In SiteCapture, each team member will need to have their own user, each with a different level of access depending on their User Role. In this guide, you will learn how to create users and assign them a role.
Video: How to Create and Manage Users
Table of Contents:
Understanding User Roles
Before creating new users, it's important to know the difference between user roles. The role will determine the permissions a given user has, for example: A user with the role Portal Admin has access to all features and work orders across your Microsite. A user with the role Field User will only have access to designated work orders.
Your user role also determines your ability to create new users, you can find your user role on the Dashboard next to your username.
The following User Roles have the ability to create new users:
Portal Admin: Can create users with any role.
Manager: Can create users with the roles:
- Field User
- User
- All Access Field User
- Customer
- Read-only Manager
Basic Admin: This is the admin role for Vendor accounts, they can create users with the roles:
- Field User
- User
For a full list of User Roles and Permissions, see the following article: User Roles & Permissions
Create a New User
Each member of your team using SiteCapture will need to have their own unique user created, below are instructions on how to create a new user.
1. Click on the Admin (gear) icon in the upper-right corner of the Dashboard, then under Team click Users.
2. Click on the Create New User button.
3. Enter your team member's e-mail and then select Continue.
4. After clicking continue, you will be brought to the Create New User screen.
You may receive the following message: "That email is already a SiteCapture username. Choose another username."
Every username in SiteCapture must be unique, this applies across all SiteCapture accounts. If you receive this message, enter another unique username.
▸ More About Usernames
-
Usernames in SiteCapture must be unique across all organizations using
the platform. Each username should represent a single individual and
must not be shared with others. To help ensure uniqueness and simplify
user management, we recommend using the individual’s email address as
their username. If a username has already been used by someone in another
organization, you’ll receive an error when attempting to add it again.
If you prefer not to use an email address, make sure the username includes
a unique identifier—such as the company name, department abbreviation,
or user initials—to avoid duplication (e.g., jdoe_ACME or jane.sales).
It’s important to note that while the username must be unique across
SiteCapture, the email address displayed beneath the user’s name in their
profile does not need to be unique.
5. After inputting the username, now select their User Role.
▸ Which Role Should I Pick?
You may see different roles specific to your account type and subscription level. Below is a quick explanation of each of the available roles.
- View and edit all projects.
- Create and edit Users and Field Users.
- Change account settings.
- Edit templates.
Common Roles
Portal Admin
This is the highest level user, Portal Admins have access to all work and settings across your microsite. We recommend limiting the amount of Portal Admins to just a few users.
Manager
Managers are great for overseeing field operations without being able to alter your microsite's configuration. They can:
They cannot
Field User
This is the role commonly assigned to user in the field crew. They can view and edit projects assigned to them while certain fields and statuses can be hidden from them.
Additional Roles
Read-only Manager
Has access to view all work but cannot edit projects or account settings.
User
Can view and edit projects that have been assigned to them without being limited by fields and statuses hidden from Field Users.
All Access Field User
Has the same limitations as a Field User but can view and edit all projects.
Customer
Can view work that has been assigned to them.
For an in-depth explanation and comparison of each user role, see the following article: User Roles & Permissions
6. Enter any additional details for the user.
Below are the additional details that you can include, these are not required to create a user.
Full Name: if a full name is included this is what will display on projects.
Job Title
Phone Number
External ID: this is an ID that is separate from SiteCapture’s internal user ID. This can be useful when integrating SiteCapture with other systems.
Email credentials to this user: If this box is checked, your new user will receive an e-mail to the address specified above with their username and password as well as links to download the SiteCapture app and log in.
Below is an example of the email that will be sent to your users.
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