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Add and manage staff

Use Staff Management to add office staff and technicians, assign their role and business unit, and control what they can do in Nexus.

Last verified July 22, 2026 · Nexus web app

Before you begin​

Have the staff member's name and email address ready. Decide whether they are Office staff or a Technician, which role they need, and which business unit they normally work with.

Choose how the account should be created:

  • Send Invitation lets the staff member set up their own sign-in and finish their profile.
  • Create Manually creates the account immediately with a password you set.

Open Staff Management​

Go to Settings → People → Staff.

The Staff Management page with team totals, search and filters, and the staff list.

Use the buttons in the upper-right corner to invite a staff member or create their account manually.

Find an existing staff member​

  • Enter a name or email in Search staff members....
  • Use Active Only or Inactive Only to filter by status.
  • Use All Types, Office Staff, or Technicians to filter by staff type.

Search for the email address before adding someone to avoid a duplicate account.

Send an invitation​

  1. Click Send Invitation.
  2. In Send Staff Invitation, enter the staff member's First Name, Last Name, and Email.
  3. Choose the Staff Type.
  4. Choose the Role. The available roles change with the selected staff type.
  5. Choose a Business Unit when the staff member should start with a unit assignment.
  6. Click Send Invitation.

The Send Staff Invitation window with name, email, staff type, role, and optional business-unit fields.

The invited staff member finishes their phone number, address, birth date, and remaining profile information from the invite link.

The invitation appears in the pending-invitations area until it is accepted. Use Resend Invitation if the staff member needs a new email, or Cancel if the invitation should no longer be used.

Create an account manually​

Use manual creation when the account needs to be ready immediately.

  1. Click Create Manually.
  2. Enter the staff member's First Name, Last Name, and Email.
  3. Choose Office or Technician under Staff Type.
  4. Choose the appropriate Role.
  5. Choose a Business Unit when needed.
  6. Enter a Password with at least eight characters.
  7. Enter the same password under Confirm Password.
  8. Click Create Account.

The Create Staff Account Manually window with staff, role, business unit, and password fields.

The role list is based on the selected staff type. Business Unit is optional in this window.

The new account appears in the staff list immediately. Share the sign-in details through a secure channel and have the staff member update their password.

Edit a staff member​

  1. Find the staff member in the list.
  2. Open the three-dot menu under Actions.
  3. Select Edit staff.
  4. Review the available tabs:
    • Basic Information for contact details, staff type, active status, and technician dispatch availability;
    • Roles & Permissions for role assignments and access;
    • Business Unit Assignments for unit membership and the primary unit;
    • Technician Details for specialties, certifications, and service areas; and
    • Security for sign-in help when the tab is available.
  5. Click Update Staff Member.

Turning off Active Staff Member removes the person from the active staff view. Use the status filter to find inactive staff later.

Review access or help with sign-in​

Open the staff member's three-dot menu:

  • Select View permissions to review their current access. Click Edit Permissions when changes are needed.
  • Select Send reset link when they should choose a new password.
  • Select Set temp password when an authorized manager needs to provide a temporary password.
  • Select Activate account for a staff record marked No User Account, then complete Activate Staff Member and click Proceed with Activation.

The actions you see depend on your own access.

Delete a staff member​

  1. Open the staff member's three-dot menu.
  2. Select Delete staff.
  3. Review the warning.
  4. Click Delete Staff Member.

Deleting a staff member is permanent. Use inactive status instead when the person may return or their record should remain available.

Troubleshooting​

Send Invitation or Create Manually is unavailable​

Your company may have reached its staff limit, or your role may not allow staff management. If a staff-usage notice appears, follow the on-screen option to manage the limit.

The expected role does not appear​

Confirm Staff Type is correct. Office and technician staff have different role choices.

The email address is already in use​

Cancel the form and search the staff list by email. Edit or reactivate the existing record instead of creating another account.

A technician cannot be assigned to jobs​

Edit the staff member. Confirm their type includes Technician, they are active, and Available for Dispatch is on.

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