Team Management Overview

Ormi helps you coordinate between office staff and field technicians, ensuring everyone has the information they need when they need it.

Adding Team Members

Inviting Users

1. Go to Settings → Team → Invite User
2. Enter email address
3. Select role:
   • Admin: Full access to all features
   • Office Manager: Access to jobs, customers, invoices (no settings)
   • Technician: Access to assigned jobs and mobile app
   • Viewer: Read-only access
4. Set permissions (see below)
5. Click Send Invitation

User Roles

Admin

• Full system access
• Can manage settings, billing, and team members
• Typically for business owners or managers

Office Manager

• Create and manage jobs
• Access customer information
• Create and send invoices
• View reports
• Cannot modify settings or billing

Technician

• View assigned jobs
• Update job status and add notes
• Upload photos from mobile app
• View customer information for assigned jobs
• Cannot create jobs or invoices

Viewer

• Read-only access to jobs, customers, and reports
• Useful for accountants or advisors
• Cannot make any changes

Setting Permissions

Job Permissions

Control what each team member can do with jobs:

• Create jobs: Allow creating new jobs
• Edit all jobs: Modify any job, not just assigned ones
• Delete jobs: Remove jobs from the system
• View all jobs: See all jobs, not just assigned ones

Customer Permissions

• Create customers: Add new customer records
• Edit customers: Modify customer information
• View all customers: Access all customer records

Invoice Permissions

• Create invoices: Generate new invoices
• Send invoices: Email invoices to customers
• View invoices: Access invoice information
• Record payments: Mark invoices as paid

Report Permissions

• View reports: Access analytics and reporting
• Export data: Download reports and data exports

Mobile App Access

Technician Mobile App

Technicians can use the Ormi mobile app to:

• View assigned jobs
• Update job status in real-time
• Add job notes and photos
• View customer information and service history
• Navigate to job locations
• Clock in/out for time tracking

Setting Up Mobile Access

1. Team member accepts invitation
2. Downloads Ormi mobile app (iOS or Android)
3. Logs in with email and password
4. Automatically sees assigned jobs
5. Can start updating jobs from the field

Team Communication

Job Notes

Team members can add notes to jobs:

• Internal notes: Visible only to your team
• Customer notes: Visible to customers in their portal
• Photo notes: Attach photos with descriptions
• Status updates: Automatic notes when status changes

Activity Feed

View team activity:

• Job status changes
• New jobs created
• Invoices sent
• Payments received
• Customer communications

Notifications

Configure notifications for:

• New job assignments
• Job status updates
• Invoice payments
• Customer messages
• System updates

Scheduling and Assignments

Assigning Jobs

Single Assignment

• Assign one technician to a job
• They receive notification (if enabled)
• Job appears in their mobile app

Multiple Technicians

• Assign multiple technicians for larger jobs
• Set primary technician (main contact)
• All can update status and add notes

Technician Availability

Set technician schedules:

1. Go to Settings → Team → Schedules
2. Select technician
3. Set working hours and days
4. Mark time off or unavailable periods
5. Ormi will suggest assignments based on availability

Route Optimization

For multiple jobs in one day:

1. View jobs on map
2. Click Optimize Route
3. Ormi suggests most efficient route
4. Assign jobs in optimized order
5. Technicians see route in mobile app

Time Tracking

Clock In/Out

Technicians can track time:

• Clock in when starting work
• Clock out when finished
• Automatic time calculation
• View time logs in job details

Job Time Tracking

Track time spent on specific jobs:

• Start timer when beginning job
• Stop timer when complete
• Time automatically added to job
• Used for invoicing and reporting

Performance Tracking

Technician Reports

View individual technician performance:

• Jobs completed
• Average job duration
• Customer ratings (if enabled)
• Revenue generated
• On-time completion rate

Team Reports

Overall team metrics:

• Total jobs completed
• Team efficiency
• Revenue per technician
• Customer satisfaction
• Response times

Best Practices

1. Clear roles: Assign appropriate roles based on responsibilities
2. Regular updates: Encourage technicians to update job status frequently
3. Communication: Use job notes for important information
4. Mobile-first: Ensure technicians use mobile app for real-time updates
5. Review regularly: Check team performance and provide feedback

Troubleshooting

User Can't Access Features

• Verify role and permissions are set correctly
• Check if user accepted invitation
• Ensure email matches invitation
• Contact support if issues persist

Mobile App Issues

• Verify user is logged in
• Check internet connection
• Update app to latest version
• Clear app cache if needed

Next Steps

• Learn about job scheduling
• Explore customer management
• Review reports and analytics

Need help? Reach out via our contact page or use live chat.