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Settings: Team

Manage everyone who works on your jobs; find people fast, add members who log in and members who don't, and change roles, colours and access from the row.

Overview

Team is where you manage everyone who works on your jobs; the people who log in to Factory, and the people on the floor who never do. Search or filter to find someone in seconds, see at a glance who has access and who doesn't, and change a person's role, colour or status without leaving their row. Each team member also carries a colour here, and that is the colour their work shows in on the planner.

šŸ‘„ Access Permissions

  • Only Administrators can open Team. Review user roles before you start.

šŸ“Location in the app

  • Settings > Team

The two kinds of team member

Everyone you add is one of two types, and the difference is whether they log in.

  • Standard team member: logs in to Factory and gets a role, which decides what they can see and do.

  • Assignee team member: does not log in. They can be assigned to orders and clock on at the time kiosk with a 4-digit PIN. No email address, no role, no login.

šŸ’”Tip

  • Assignee team members can also stand in for services or production resources such as fabrication, powder coating, or cutting.

Finding people

The Search team members box narrows the list as you type. Clear it to bring the full list back.

Filters

Three filter chips sit alongside the search box, and they combine with each other and with whatever you have typed:

  • Status: All, Active, Inactive

  • Account Type: All, Standard, Assignee

  • Role: all nine roles, spelled out in full ā€” Administrator, Power User, Standard User, Standard User (No Invoicing), Standard User (No Pricing), Workflow Only, Deliveries Only, Productivity, Time Tracking Only

šŸ“Note

  • If nothing matches, you will see No matching results found. Your search text and filters stay exactly as you left them; clear them to see everyone again.

The team member list

One table covers every kind of member, with six columns:

  • Name: shown with a coloured initials avatar, which is the member's planner colour.

  • Email: the address used to invite them. Assignees show a dash, since they have no email.

  • Type: Standard or Assignee.

  • Role: a live dropdown on a Standard member's row. Assignees show No login access.

  • Status: Active or Inactive.

  • Last Signed In: the most recent date they signed in. Assignees show a dash, because they never sign in.

Adding a team member

Select Add Team Member, then choose Standard team member or Assignee team member.

Add an assignee team member

  1. Select Add Team Member > Assignee team member.

  2. Enter the first and last name. Both are required.

  3. Enter a 4-digit PIN. This is what they use to clock in and out at the time kiosk.

  4. Enter the hourly cost rate and hourly charge rate if you use them. Both default to 0 and take two decimal places.

  5. Pick a colour, or leave the one you are given.

  6. Save.

The assignee is Active straight away and the PIN works at a paired kiosk immediately. There is no email and no invite.

šŸ“Note

  • PINs are not unique. Two people can have the same PIN, and 0000 is accepted. The PIN identifies the person at the kiosk; it is not a password.

If the PIN is shorter than four digits, or a name is missing, you will see the error in the form and nothing is saved until you fix it.

Add a standard team member

How this works depends on your account.

If your account invites by email: enter the person's email address, choose their role, and send the invite. They show in the list as Pending until they accept.

If your account creates members directly: fill in the username, name, role, timezone and password. The member is Active immediately, with no invite to accept.

šŸ“Notes on invites

  • An emailed invite link is valid for 7 days and can be resent.

  • A shareable team link is valid for 30 days and joins people as a Standard user.

  • Expired invites can be reissued by an Administrator.

  • Check both the Inbox and the Junk/Spam folder for the invitation email.

  • Once accepted, the person is added to your subscription as an active team member.

Managing a team member

Change someone's planner colour

Select any team member's avatar (initials). The colour you pick is the one that person's work shows in on the planner wherever the board is coloured by assignee. Changing a colour never changes anyone's status, and a member keeps their colour through being disabled and re-enabled.

Change a role

Select the Role dropdown on a Standard member's row and choose the new role. It saves as you pick it; there is no form and no save button, and no new invite is needed. Their access changes from that moment.

Here's a breakdown of all Factory's user levels and role

šŸ“Note

  • The last remaining Administrator on an account cannot remove or downgrade their own access. Someone has to keep the keys.

Row actions

Select the three dots (ā‹®) at the end of a row. What you see depends on the member's status:

Status

Available actions

Active

Edit, Disable, Delete

Inactive

Reenable, Delete

Pending

Cancel Invite, Resend Invite

Disable and re-enable

Disabling a member removes their login access and flips their status chip to Inactive. Everything else is kept ā€” their role, their colour, and their history. Reenable brings them back exactly as they were.

šŸ’” Tip

  • Use this when access needs to come off temporarily, rather than for good.

Delete

Deleting a team member cannot be reversed, so Factory asks you to confirm first. Cancel leaves the member untouched.

āœ‹ Warnings

  • Deletion is permanent. Access is removed immediately.

  • Historical data is preserved. Time entries, order assignments and work history stay intact, and their name still appears on past orders.

  • If the team member has been added to a kit for hours tracking, they are removed from those kits.

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