How Do I Add a New User?

You can add employees, customers, and contractors as users in Clean Smarts. Creating the user gives them a profile; permissions, location access, shifts, notifications, and time/pay settings control what they can actually see and do.

Applies to: Account administrators and managers who can edit users. You need user-management access to create or update user profiles.

Before You Start

Decide whether the person is an Employee, Customer, or Contractor. This choice affects which roles and setup tabs are available.
Have the user's name, username or email, mobile number, and preferred language ready.
Know which User Role they should receive: Admin, Manager, Cleaner, Customer, or one of your custom roles.
If the user will clock in by phone, plan to add a Punch-in PIN after the profile is saved.
If the user needs shifts or work orders, create the relevant locations and shifts first.

Create the User Profile

Open Manage Users from your profile menu in the bottom-left corner, or press Ctrl/Cmd + K and search for Users.
Click Add User.
On Personal Information, enter the user's First Name, Last Name, Username / Email, Mobile Number, and Language.
Under Classification, choose Employee, Customer, or Contractor.
Choose a User Role.
- Admin gives broad company access.
- Manager gives common management access without every admin setting.
- Cleaner gives mobile-worker access for schedules, checklists, issues, services, supplies, training, time tracking, messaging, and inspections.
- Customer gives customer-facing access and is only available for customer users.
- Custom roles appear in the same menu if your company has created them.
Fill in any Custom Fields your company uses.
Click Create User.

After the user is saved, Clean Smarts opens their profile. You can then send login instructions, customize permissions, add locations and shifts, and configure time/pay settings.

Send or Set Login Access

New users can be created before you send them login instructions. After saving the profile:

Stay on Personal Information, or return to Manage Users and open the user's three-dot action menu.
Use Send Email or Send Text from Personal Information, or Send Login Email or Send Login Text from the Manage Users action menu.
Use Set Password if you want to create a password for the user yourself.
If the person only uses phone clock-in, add a Punch-in PIN on Time & Pay instead of relying on app login.

Set Permissions

The role you choose while creating the profile gives the user their starting access. To review or customize it:

Open the user's Permissions tab.
Use the User Role menu to switch between Admin, Manager, Cleaner, Customer, or a custom role.
To give a one-off set of permissions, choose Custom Modules and check only the modules this user should have.
Click Save Changes.

Use custom modules carefully. Permissions control sensitive areas such as users, locations, scheduling, time tracking, costs, revenue, inspections, and account settings.

Assign Locations and Shifts

Users usually need location access before they can see work in the mobile app.

Open the user's Location Access tab.
Check the box next to each location the user should access.
Click the arrow next to a location to expand its shifts, inspections, and work orders.
Click Assign next to each shift, inspection, or work order the user should be scheduled for.
Click Save if the page shows unsaved changes.

The calendar on the page updates as assignments change, so you can confirm the user's schedule before leaving.

Set Time and Pay

For employees and contractors, open Time & Pay after saving the user.

Review Timekeeping settings:
- Exempt no overtime for employees who do not receive overtime pay.
- Bypass geofence if the user is allowed to clock in or out away from the location.
- Punch-in PIN for phone clock-in.
- Calculate driving time if you track paid drive time between locations.
If you use drive-time pay rates, choose a Driving time standard pay rate.
In Pay Rates, click Add New Pay Rate and enter the rate, currency, and start date.
Click Save.

Customers do not use employee timekeeping, payroll, or pay-rate settings, so those tabs are hidden for customer users.

Pay-rate fields are financial settings. They only appear when your company is on the Expert plan and your role includes the financial Costs module. Costs and Revenue are Expert-plan modules, but pay rates are treated as cost information, so Revenue access by itself does not show pay rates.

Set Notification Preferences

Open Notification Preferences to control which updates the user receives. This is especially important for managers or customers with access to many locations, because broad notification settings can create too many emails, texts, or push notifications.

Tips and Troubleshooting

I don't see Add User. Make sure your role allows user editing. Users with view-only access can open user profiles but cannot create or change them.

The password buttons are disabled while I create the user. Save the user first. After the profile exists, you can send a login email, send a login text, or set a password.

I can't choose Admin, Manager, or Cleaner for a customer. Customer-classified users can only use customer-compatible access. Change Classification to Employee or Contractor if the person should be scheduled for internal work.

The user can't see a location or shift in the mobile app. Check both pieces: they need access to the location, and they need to be assigned to the shift, inspection, or work order they should perform.

The user only needs to clock in by phone. Add a Punch-in PIN on Time & Pay, then use Share Login Info or Text Login Info once the PIN is saved.

I don't see Pay Rates or Driving time standard pay rate. Pay rates are hidden unless your company is on the Expert plan and your role includes the Costs module. Ask an admin to review your plan and financial module access. If you have Revenue but not Costs, you can see revenue-related tools but not employee pay rates.