Office Agents & Users

Add office agents, field workers, and outside subcontractors from one Team Members list — invites, logins, roles, auto-assign, and turning access off.

Getting Started9 min readOwners & admins

You'll need Owner or Admin access for this.

Watch: Adding and Managing Team Members and Roles · 4:57

What it is

Team Members is the single list of everyone who works with you — the office staff who answer calls and book jobs, the people who do the work on site, and outside subcontractors you hire job by job. You reach it at Settings›Team Members. From that one page you invite people, decide whether they get a login, choose what they are allowed to see, and turn their access off when they leave.

The page header reads "Everyone on your team in one place, from the office to the field." Everything on it is organized around one question: what kind of team member is this person?

The three kinds of team member

Office Agent

Works in the office. Answers calls, books jobs, manages customers, estimates and billing. Always gets a login by email invite.

Field Worker — Joby User

Gets a login too, but a narrow one. They see the work assigned to them, update job status, and clock in from their phone.

External Subcontractor — No Login

Never logs in. You assign them work, notify them by text or email, and track their commission and payouts. You can give them a login later.

One person can be both

An office agent who also runs jobs gets an Office + Field badge. You turn that on with the Also works in the field switch when you edit them — you do not create a second account for the same person.

They get job notifications like any field worker. Because they are already signed in, the default is In-app — the bell and a push on their phone. Email and SMS are there too, and both use the contact details on their own profile.

When to use it

A new office hire starts and needs to log in and take calls.
A technician needs to see their own jobs and clock in from a phone.
You hire an outside contractor for overflow work and want to track their commission, but you do not want them inside your CRM.
Someone changes jobs and needs a different level of access.
Someone leaves and you need to shut their access off today.
You want new leads a person creates to land on their own name automatically.

Before you start

You need the right access. Settings → Team Members is open to the company owner and to anyone whose role includes the Manage Office Agents permission. Settings → Team Roles is owner and admin only.
Have their email address ready. Office agents and field workers who log in must have a working email — that is where the invite goes. External subcontractors do not need one, though an email lets you send them job notices and a portal link.
Decide the role first. If the standard Office Agent role is not what you want, build the role you need in Settings›Team Roles›New Role before you send the invite.
Set up service areas and service types in Settings›Service Areas and Settings›Service Types if you want to limit which jobs a field person can be assigned.
The email must be free. A person cannot be added if that email is already on your team, or already belongs to a Joby account somewhere else.

Step-by-step

Invite an office agent

Go to Settings›Team Members.
Click Add Team Member in the top right.
Choose Office Agent, then click Continue.
Enter their Email — this is required, and the invite is sent to it.
Fill in First name, Last name, Display name, and Phone if you want them shown around the app.
Pick a Team Role. Leave it alone and they get the standard Office Agent role.
Click Send Invite.

They receive an email with a link to set their password. Until they use it, their row shows an Invite pending badge.

Add a field worker who logs in

Click Add Team Member, choose Field Worker — Joby User, then Continue.
Fill in Display name (required) plus first and last name, Email (required for this type) and Phone.
Set Commission %, Service areas, and Skills / service types.
Tick how they should be told about new work — Email, SMS, In-app.
Turn on Call masking if you do not want them to see the customer's real phone number.
Click Add & Send Login Invite and confirm the prompt.

Leave the lists empty to match everything

If you pick specific service areas or skills, that person only matches those exact ones — including never matching a new service type you add next month. Leaving both empty is the safe default.

Add an outside subcontractor with no login

Click Add Team Member, choose External Subcontractor — No Login, then Continue.
Fill in the same details. Email is optional here.
Click Add External Subcontractor.

They now appear on your team and can be assigned work, but they cannot sign in. To let them see their jobs without an account, use the link icon on their row and choose Copy portal link or Send invite email from the Field Worker Portal menu. The same menu has Rotate link (new link), Enable access, and Disable access.

Change what someone can see

Find their row in Settings›Team Members.
Open the Team Role dropdown in that row and pick a role. It saves as soon as you choose.

Roles themselves live in Settings›Team Roles. The company owner always has full access and shows Owner, full access instead of a dropdown. Read the full Team Roles & Permissions guide →

Turn on auto-assign

The Auto-assign column has a switch for anyone with a login. Turn it on and every lead that person creates is assigned to them automatically. People without a login show No login instead of a switch.

Let an office agent take field work

Click the pencil Edit icon on their row.
Turn on Also works in the field.
Set their Commission %, Service areas and Skills / service types.
Click Save.

They can now be picked as the technician on a job. Turning the switch back off only stops new assignments — work they already have, and every past report, stays exactly as it is.

Give login access — open the … menu on an external subcontractor's row and choose Give login access. They become a field worker and get an invite email. They need an email address on file first.
Revoke login access — the same menu on a field worker's row has Revoke login access. They stay on your team as an external subcontractor and keep their assignments and commission.
Resend invite — appears in the … menu for office agents whose invite is still pending.

Turn off access when someone leaves

Open the … menu on their row.
Choose Deactivate for an office agent, or Archive for a field worker or subcontractor.

They can no longer sign in, and if they are signed in they get logged out. Their history stays intact, and you can reverse it any time with Activate or Restore. Turn off the Active only switch in the toolbar to see people you have already deactivated or archived.

Delete is also in that menu, and it is permanent. For a field person it also removes their job assignments, documents and portal links. Anyone with payout or commission history cannot be deleted at all — archive them instead so the records survive.

Profile photo and display name

Each person sets their own photo in Settings›Account Settings under Profile Photo. Click Add Photo (or Change) and pick an image under 2 MB; Remove clears it. Photos show up in Team Chat messages and on the time clock screens. Where there is no photo, Joby shows the person's initials.

The Display Name box on that page can only be edited by the company owner — everyone else sees "Contact your admin to change your name." To rename someone, an admin opens Settings›Team Members, clicks the pencil Edit icon on their row, changes Display name, and clicks Save.

How to check it worked

The invite went out. A green "Invite sent to…" message appears, and their row shows the Invite pending badge in the Login column.
They accepted. The badge changes from Invite pending to Has login.
The type is right. The Type column should read Office Agent, Field Worker, External Subcontractor, or Office + Field. Switch to the matching tab at the top — All, Office Agents, Field Workers, External Subcontractors — and confirm the count went up by one.
The role stuck. The Team Role dropdown in their row shows the role you picked. Use the All roles filter to list everyone on one role.
Access really changed. Ask the person to reload Joby. Their sidebar should gain or lose the matching sections. Role changes normally apply within seconds.
Deactivation worked. With Active only on, the person disappears from the list. Turn it off and their Status reads Inactive (office agents) or Archived (field people).

Best practice

Deactivate people the day they leave. It keeps your reports honest and closes the door behind them. Use Users only (has access) now and then to review exactly who can still sign in.

Common mistakes

"An account with this email already exists"

That email already belongs to a Joby account somewhere. Use a different address for them, or have them delete the old account first. A closely related message — "An agent with this email already exists in your organization" — means they are already on your list; turn off Active only to find the deactivated row and reactivate it instead of adding a duplicate.

Picking the wrong type at step one

Choosing Field Worker — Joby User creates a real login and emails an invite. If that person should never sign in, go Back and pick External Subcontractor — No Login. You can always give them a login later.

Deleting instead of deactivating

Delete cannot be undone. Deactivate and Archive block sign-in while keeping the person's history, which is almost always what you want when someone leaves.

Over-filling skills and service areas

A picked list matches only those exact entries. If a technician stops appearing for assignment, check whether a new service type or area was added after their profile was set up. Clearing the lists makes them match everything.

"They're not in the list"

Check the toolbar before assuming anything is broken: the Active only switch, the Users only (has access) switch, the All roles filter, the search box, and which tab you are on all narrow what you see.

Before you deactivate someone

Reassign their open leads and jobs first, and check whether they are named in Settings›Call Groups or Settings›Teams so calls do not ring an empty seat.

Nothing extra to set up for calling

Once someone has a login, calling from the browser works on its own. Whether they see the dialer at all is decided by the Phone Dialer permission on their team role.

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