Users & team

Every person who needs access to BuilderDash - in the office or on site - is added from Settings → Team. There are two kinds of user: office users, who get full access to jobs, quotes, invoices, clients and settings on the web app, and field or site workers, who use the BuilderDash Field mobile app to see their assigned tasks and log their time, with limited access on the web. Prices exclude VAT.

How to add and manage your team

1. Go to Settings → Team (also shown as Team & users on the Settings page). This area is only open to office users.
2. Check the strip at the top of the page - it shows your live monthly cost, based on how many office and field seats you currently have.
3. To add someone, click Add user. A panel slides in from the right - enter their name and work email, choose Office or Field, and you'll see exactly how the change affects your bill before you confirm.
4. Click Send invite. They'll receive an email with a link to set their own password - office users are pointed to the web app, field or site workers are told to use the BuilderDash Field app.
5. To edit someone, click their row (or the … menu, then Edit). From here you can change their role, resend a pending invite, deactivate or reactivate them, remove them from your workspace, correct their login email, or switch Receipt Hub (receipt capture) on or off for them - it's on for everyone by default.
6. From the Team list, set each person's labour rate and CIS rate, and choose whether they appear on timesheets.
7. Use the search box and the Office/Field filter to find someone quickly in a longer list.

Good to know

• Adding, inviting, changing someone's role, deactivating, reactivating or removing a person updates your subscription straight away, and any difference in cost is prorated for the rest of your billing period.
• Active and invited people each take up a paid seat. Deactivating someone frees up that seat immediately, while keeping their history on record.
• Your workspace always needs at least one office user, and the person who owns the workspace can't be demoted, deactivated or removed - this protects you from being locked out of your own account.
• A deactivated person can't sign in to the web app or the Field app until they're reactivated.
• Every office user must set up two-factor authentication before they can use the web app - they're taken straight to setup on their first sign-in until it's done, since office accounts can see client and financial data. Field or site workers aren't affected - they secure the mobile app with Face ID, a fingerprint or their phone's passcode instead.
• Invitations expire after 7 days. Resending an invite issues a fresh link, and each link can only be used once.
• An admin can correct a team member's login email - for example, fixing a typo in the original invite - from Edit user. That's the address they sign in with, so it's checked to make sure it stays unique.
• Set a labour rate (£/hour) for each person - it's recorded on every time entry when they clock out, and it's what drives labour cost on timesheets and job profit. Changing the rate later doesn't alter entries already recorded.
• Set a CIS rate (%) for each person and it appears on their timesheet PDF as a deduction from labour cost, alongside the net amount payable after CIS.
• Switch a person's Timesheets toggle off to hide them from the Timesheets grid - handy for office staff who don't clock in. It only changes what's displayed; it doesn't affect their access or billing.
• During your 14-day trial you won't be charged, but your seat counts are still tracked - when you subscribe, your current numbers of office and field users become your starting subscription.