User Administration is where you manage your crew members — add new users, assign permissions, set up how they log in, and control who has access to what. You'll find it under the Users tab in the sidebar.
Key Concepts
- Mobile Access: Every user gets mobile access by default. This gives them the Ribbiot mobile app with access to their schedule, forms, and app settings.
- Web Access: An optional upgrade for users who work in the office — dispatchers, admins, operations managers. Enables access to the full web platform (scheduling, asset management, jobs, etc.).
- Authentication Method: How a user logs in. Phone uses SMS — recommended for mobile-only field crew. Email uses email + password — required for anyone with Web Access. Mobile & Web combines both so a user can log in via SMS on mobile and email on the web.
How It Works
Viewing and finding users
Open Users from the sidebar. The user table shows everyone on your account with columns for Name, Occupation, Division, Branch, and User Type (Mobile, Web, or Mobile + Web).
[Screenshot: Users table showing crew members with Name, Occupation, Division, Branch, and User Type columns]
- Search by name — Use the keyword search bar at the top right to filter by first or last name.
- Filter by branch, division, or occupation — Click the filter icon to open the filter panel. Select a specific branch, division, or occupation to narrow the list. A badge shows how many filters are active.
- Sort by name — Click the Name column header to sort alphabetically.
- View a user — Click any row to open that user's detail page.
Adding a user
Click Add User in the top right to open the create form.
[Screenshot: Add User form showing name fields, division/branch selectors, account access toggles, and authentication method]
- Enter a first and last name — Both are required.
- Select divisions — Choose one or more divisions. This determines which forms the user can access and how they're scoped for rates and resource groups.
- Select branches — Choose one or more branches. At least one is required.
- Assign occupations — Optional. Select the role(s) this user fills (e.g., Operator, Foreman). Occupations drive labor cost tracking through your rates and resource groups.
- Set account access — Mobile Access is on for all users. Toggle Web Access if the user needs the web platform.
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Choose an authentication method — Options depend on access type:
- Mobile-only: Mobile (phone), Web (email), or Mobile & Web (both)
- Web Access enabled: Web (email) or Mobile & Web (both)
- Enter login credentials — Provide an email (required for Web or Mobile & Web) and/or a cell phone number (required for Mobile or Mobile & Web — 10-digit US format).
- Set permissions — Check the permissions this user needs (see Permissions & Access below).
- Save — The user receives an invite via their authentication method to set a password.
Editing a user
Click a user's name in the table to open their detail page. You can update any field — name, divisions, branches, occupations, permissions, or access type. Changes save when you click Save.
To resend a login invite (e.g., if the original link expired), click Resend Invite in the Login section. Email invite links expire after 48 hours.
Deactivating a user
Open a user's detail page and click Deactivate Account at the bottom. Confirm in the dialog. This cannot be undone — deactivated users are removed from the user list and lose access to both mobile and web.
Permissions & Access
Who can access the Users page
| Permission | What it unlocks |
|---|---|
| User Management | Access the Users tab. Create, edit, and deactivate users. Manage permissions for other users. |
If you don't see Users in the sidebar, ask your account administrator to enable User Management on your profile.
Mobile permissions
All mobile users get access to their schedule, forms, and app settings by default. Two additional permissions can be granted:
| Permission | What it unlocks |
|---|---|
| Tracker Management | Create and edit assets on mobile. Provision Pods and Portals. Give this to users who need to install hardware in the field. |
| Full Inventory Access | Search and view all assets on the account from mobile — not just assets on jobs they're assigned to. |
Web permissions
All web users get access to the Schedule, Asset Map, Asset Browser, and their settings by default. Additional permissions you can grant:
| Permission | What it unlocks |
|---|---|
| Job Management | Create and manage jobs. Assign users and equipment to jobs. |
| Form Management | View, edit, and approve forms (timecards, work authorizations, etc.). |
| Asset Management | Create, edit, and delete assets on the web. |
| User Management | Access the Users tab. Create, edit, and deactivate users. |
| Invoice Management | Create and edit invoices on web. View invoices linked to a job. |
| Sales Tools | Manage quotes and customer accounts. |
| Account Settings | Access account settings — divisions and branches, occupations, rates and resources, and other account tools. |
Tips & Best Practices
- Set up divisions, branches, and occupations first: You'll need to assign these when creating users. Having your organizational structure in place before onboarding saves time and avoids going back to fix records. See Divisions and Branches and Managing Occupations.
- Grant Web Access only to users who need it: Mobile-only users get a simpler experience focused on field work. Reserve Web Access for office staff who need scheduling, job management, or admin tools.
- Use occupations to drive cost tracking: Assigning occupations to crew members connects them to the rates and costs defined in your resource groups. This is what powers labor cost calculations on timecards and job margins.
- Match authentication to the user's workflow: Field crew who don't use email regularly should use phone (SMS) authentication. Office staff who need web access must have email authentication.
Troubleshooting & FAQs
Q: I don't see the Users tab in the sidebar — what's wrong? A: The Users tab requires the User Management permission. Ask your account administrator to enable it on your profile.
Q: A user's invite link expired — how do I resend it? A: Open the user's detail page and click Resend Invite in the Login section. Email invite links expire after 48 hours.
Q: Can I reactivate a deactivated user? A: No. Deactivation is permanent. If you need the user back, create a new user record with the same details.
Q: Can I assign a user to multiple divisions or branches? A: Yes. Both fields support multiple selections. A user can belong to several divisions and branches at once.
Q: What happens if I change a user's authentication method? A: The user may need to re-create their login credentials. A warning dialog will appear when you edit the authentication method, email, or phone number on an existing user.
Q: What's the difference between Mobile and Web user types? A: Mobile gives access to the Ribbiot mobile app (schedule, forms, field tools). Web gives access to the full web platform (jobs, scheduling, assets, admin tools). A user can have both.
Related Articles
- Divisions and Branches — Set up the divisions and branches you'll assign to users
- Managing Occupations — Create and manage crew occupations that drive labor cost tracking
- Managing Rates & Resources — Define rates and costs for crew, equipment, and misc resource groups
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