Within the account section, you can manage members with their qualifications and employee details. Control which package(s) each member has and who has access to which projects.
Assign the right people to projects
Prove your team’s competence to clients
Stay compliant with legal and regulatory requirements
Add a member and qualifications
* Images shown are for illustrative purposes only. Actual product may vary.
How to invite members:
Navigate to Admin in the bottom left-hand corner of your screen.
Within the Members area, click on the Invite button on the right-hand side of the screen.
Click on the Invite Member button on the right-hand side of the screen.
Enter the email for the person you would like to invite.
Select the Team (if using - find out more about teams here).
Select the Role:
Owner - Full access to everything, including account, billing and invoices.
Admin - Full access to everything on all devices, including all projects.
Manager - Can view all projects but cannot access/edit settings or the library.
Operative - Can create, edit and update jobs on mobile but can only view projects on desktop. Can only see and access projects they are invited to.
Next, you will choose which seat your team member needs, if you have both workforce management and traceability packages included within Onetrace.
The team member can be a part of one or both packages.
Click the Invite Member button.
The person you are inviting will receive an email to create an account and password.
* Images shown are for illustrative purposes only. Actual product may vary.
How to add member details and qualifications:
Once the member is active, click on their name to add further details.
Click Edit to add further employment information, such as;
Employee number
Tax number
Hourly rate
Day rate
Scroll to the bottom of the page to add qualifications
Click the Add Qualifications button
Enter the qualification name, reference and expiry date along with any supporting documentation.
Remove members from Onetrace
* Images shown are for illustrative purposes only. Actual product may vary.
Step 1 - Review and manage open jobs:
Before a member can be removed, all of their in-progress jobs started on a mobile device must be reassigned or closed.
You can locate their open jobs in two ways:
Within a project
Via the Global Jobs page – where you can use filters to sort by operative and job status
* Images shown are for illustrative purposes only. Actual product may vary.
Step 2 - Recall or Reassign Jobs:
Select the job you need to update.
Click Recall (located next to the job number).
A modal will appear with the following options:
Force complete the job
Reassign the job to another operative
Recall from the device so it can be resumed on another device
Delete the job
If the job was started in the Onetrace app, all recall and reassignment options will appear.
If the job was started on the desktop app, you will only be able to force complete it. You can then reassign it afterwards if needed.
Once all in-progress jobs have been handled, you can proceed to remove the member.
⚠️ Important: These actions may lead to data loss if the operative still has unsynced data on their device.
* Images shown are for illustrative purposes only. Actual product may vary.
Step 3 - Remove the Member:
Within the account section, search for the member you would like to remove.
Click the three dots next to their name.
Choose View Profile.
Scroll to the bottom of the page and click Remove Member.
Type REMOVE (in capital letters) to confirm.
* Images shown are for illustrative purposes only. Actual product may vary.
Step 4 - (Optional) Reduce Your Number of Seats:
Go to your organisation settings in the bottom left-hand corner of your screen, by your initials.
Select Billing from the menu that will show.
Select Subscription from the left-hand menu.
Click Manage Seats.
In the modal, use the + / – buttons to remove unneeded seats.
You cannot reduce seats below the minimum of five for traceability or 20
Your updated monthly bill and the date the changes will take effect will be displayed.
Click Continue to checkout.
Review the summary, including monthly and any pro-rata charges.
Select Confirm Purchase to finalise the change.