User Management: Creating & Inviting Users - Web

This document will walk through the steps required to create a new User in your Company and detail the steps required to invite a new User to join your Company.

Table of Contents

• Creating / Inviting a New User
• How a User Can Accept Their Invite

Creating / Inviting a New User

Navigating to "People" Tab

To create a new User, start by navigating to the "People" Tab. Click the "People" button from the main navigation bar at the top of the screen (highlighted in the red box in the image below):

Create a New User Form

Once on the "People" page, click the "+ New User" button to open the Create New User Form. See video below for a demonstration:

There are several fields in the Create New User Form. See the bullet points below for a description of each field:

User Details:

• Profile Photo (Optional):
  • A file upload for a Profile Photo associated with the new User
• First Name (Required):
  • The first name of the new User
• Last Name (Required):
  • The last name of the new User
• Work Email (Optional, but Encouraged):
  • The work email address of the new User. An invitation to join your Company on DSPTCH will be sent to the work email address once the new User is created.
• Personal Email (Optional):
  • The personal email address of the new User. The personal email address can be used for account recovery purposes.
• Phone Number (Optional, but Encouraged):
  • The phone number of the new User. An invitation to join your Company on DSPTCH will be sent to this phone number once the new User is created.
• City (Optional):
  • The city which the new User resides in.
• State (Optional):
  • The state which the new User resides in.
• Birth Date (Optional)
  • The birth date of the new User (in MM/DD/YYYY format).
• External ID (Optional):
  • An identifying name that can help associate the new User with an external system.
• DOL Apprenticeship # (Optional):
  • If the new User is a DOL registered apprentice, this field allows for the upload of their DOL Apprenticeship #.
• WINDA ID (Optional):
  • The Global Wind Organization (GWO) identification number for the new User. If provided, GWO Certifications will be automatically uploaded to DSPTCH.
• LinkedIn URL (Optional):
  • The LinkedIn profile URL for the new User.
• Groups (Optional):
  • Dropdown to assign the new User to any existing Groups within your Company.
  • For more information on what Groups are and how to Create a Group, please read our Groups Help Document.

Employment Details:

• Hire Date (Required):
  • The date which the new User was hired (in MM/DD/YYYY format).
• Employment Type (Required):
  • Dropdown to select if the new User is a Contractor or Employee.
• Manager (Optional):
  • Dropdown to select the Manager from the new User from a list of existing Managers in your Company.
• Payroll ID (Optional):
  • An identification field that can be used to associate the new User with your payroll system.
• Hourly Rate (Optional):
  • The wage rate that the new User will earn per hour worked.
• Compensation Type (Required):
  • Dropdown to select if the new User is a salaried or hourly worker.
• Enroll in T&A Toggle (Optional):
  • Toggle on to enable Time & Attendance for the new User. Users enrolled in time and attendance will have time cards created automatically, and will have time card actuals synced.
• Overtime Eligible Toggle (Optional):
  • Toggle on to enable the new User to accrue overtime hours/compensation.

Prevailing Wage Details:

The following information is required when using DSPTCH's Prevailing Wage support.

These values are necessary to calculate a worker's fringe benefit rates, part of meeting the prevailing wage requirements of the Davis-Bacon Act, as referenced in the Inflation Reduction Act.

• Annual Time Worked (Required):
  • The annualized value for the number of hours the new User will work in a given year (not including overtime hours).
  • Motivation: Per the Davis-Bacon and Related Acts, for each worker, all fringe benefits are annualized over the total hours worked over a year. Ensure these annualized values are representative.
• Annual PTO Hours (Required):
  • The annualized value for the number of hours the new User will receive in PTO hours.
  • Motivation: Per the Department of Labor, PTO is considered a fringe benefit only if unused PTO is paid out.
• Annual Holiday Time (Required):
  • The annualized value for the number of hours the new User will receive in Holiday hours.
  • Motivation: Per the Department of Labor, holiday time is considered a fringe benefit only if unused holiday time is paid out.
• Annual Internal Training Time (Required):
  • The annualized value for the number of hours the new User will spend in internal training during a given year.
  • Motivation: Per the Davis-Bacon and Related Acts, when a worker is paid an hourly rate while in training, then the amount paid is considered fringe-eligible.
• Training Actual Amount (Required):
  • The total amount paid in fringe-eligible expenses for the new User's training per year
  • Motivation: Per the Davis-Bacon and Related Acts, the total amount paid for required training expenses such as instruction, books, tools, worker lodging, or materials is considered fringe-eligible. This should not include amounts paid to the worker as part of a training wage.

Roles:

The Role(s) assigned to a new User will impact their permissions within DSPTCH. The Role selection form is "select all that apply", meaning that a new User can be granted the permission of more than one Role. The list below will provide a description of each Role and the accompanying permissions.

• Technician:
  • The Technician Role allows the new User to be assigned to Jobs. This Role has the most basic set of permissions.
• Field Lead:
  • The Field Lead Role allows the new User to be assigned to Jobs, and they can view and edit non-sensitive Form Submissions and Definitions.
• Manager:
  • The Manager Role allows the new User to be able edit all Jobs, Time Sheets, and non-sensitive Form Submissions and Definitions.
• Admin:
  • The Admin Role allows the new User to be able edit all Jobs, Time Sheets, and non-sensitive Form Submissions and Definitions. Additionally, the Admin Role allows the new User to view Pay Data, edit Hourly Rates, Time Codes, Company Documents, and Company Settings.
• Safety Manager:
  • The Safety Manager Role allows the new User to be able to edit Sensitive Forms and receive Notifications for Safety Form Submissions. For a new User to be assigned the Safety Manager Role, it is required that they also have a Manager or Admin Role.

Custom Fields:

Custom fields are a way to store any information not offered by DSPTCH. Custom fields are created at the settings section of the app - check out our settings documentation to learn more.

How a User Can Accept Their Invite

After completing the Create New User Form, an invitation to join your Company on DSPTCH will be sent to the new User. The invitation will be sent to the new User's Work Email Address and/or Phone Number provided in the Create New User Form.

Once the Create New User Form has been successfully submitted, a green pop-up titled "Invite Sent" will appear at the bottom right of the screen (highlighted in the red box in the image below):

Once the Create New User Form has been submitted, an invitation will be sent via email to the new User. An example of this email is pictured below:

By clicking "Accept Invite", the new User will be prompted to download DSPTCH and set up their account.

Once the new User has created an Account on DSPTCH Mobile, a notification will pop up on the Dashboard (Home) Page of the DSPTCH app inviting them to join your Company. The new User can join your Company by clicking the "Accept" button (highlighted in the red box in the image below):

Once the new User clicks "Accept," a success pop-up titled, "Invite Accepted!" will appear at the top of the screen (highlighted in the red box in the image below):

Now, the User will be able to access the Jobs, Time, and Forms tab of the app based on their permissions tied to their Role.