Invite your team

Add office staff and field crews, and choose what each role can see and do in OpsVara.

Updated October 1, 2026

Add people as soon as you can. They can log in while you finish the rest of setup.

The five roles

SettingsRoles controls what each role can reach. The roles themselves are fixed; what they can see is yours to adjust. The labels below are the ones on that screen.

RoleTypically used for
AdminOwners. Full access, including billing and plan changes.
Office ManagerRuns dispatch and billing day to day. Can run the Setup Wizard; Connect Stripe and Integrations (QuickBooks) stay with Admin. See Complete Guided Training.
Office WorkerHandles scheduling, customers, and invoices without admin settings.
Field ManagerLeads crews, can see and reassign work across the team.
Field CrewSees their own jobs on mobile and completes them.

A person can have more than one role — for example Admin plus Field Manager for full office access and route assignment.

  1. Add each teammate

    Go to SettingsTeam and create a new account. You enter first name, last name, email, a temporary password, and one or more roles. Share that password yourself — this screen does not send an invite email. Office workers must report to an office manager or admin; field crew must report to a field manager or admin. After they exist, Edit is where you enter Phone number and optionally check Visible in team directory so they appear under DirectoriesStaff — see Use the Staff Directory.

  2. Mark who holds an applicator license

    For field crew and field managers, Edit also shows a Licensed applicator checkbox. Check it for each person who holds the license your treatments need. It matters once a work type has Requires a licensed applicator turned on under SettingsWork Types: every job of that type must then have at least one crew member with the box checked, and manual assignment, Dispatch, saved routes, and Soliven all refuse a crew without one. A two-person crew only needs one licensed applicator. Turning the work-type switch on before anyone is marked licensed blocks every new assignment for that work type, so mark people first.

  3. Tune what each role can reach

    Open SettingsRoles. Access is grouped into bundles — Dashboard, Jobs, Schedule, Dispatch, Office Ops, Inbox, Directories, Sales and Billing, and Reports — and you pick which roles see each one.

  4. Decide whether crews must clock in first

    Clock In before dashboard can require selected roles to clock in before the main app is usable. Settings (account and security) stays available. Admin cannot be required to clock in first.

Start simple

Most small teams start with one Admin, one Office Manager, and everyone else as Field Crew. Broaden access once you see who actually needs what — it is far easier than pulling access back later.

Forgot Password? follows the Sign In tab

Operator accounts reset on the staff Reset your password page. Customer accounts reset in the portal. The two cannot reset each other. After Send reset link, the same confirmation is shown whether or not an account exists, so check spam if nothing arrives. See Complete a Visit.

Frequently asked questions

A crew can't be assigned to a lake job and the message says it needs a licensed applicator. What do I do?

That work type has Requires a licensed applicator turned on under Settings → Work Types, and nobody on the crew is marked Licensed applicator. Open Settings → Team, edit the person who holds the license, and check Licensed applicator. Only one person on the crew needs it, so a two-person crew is fine with one licensed applicator and a helper.

A crew member forgot their password. What do they tap?

In the field app, stay on the Operator tab and tap Forgot Password? That opens the staff page Reset your password. The Customer tab is the portal and cannot reset a staff login. You still share the first temporary password yourself when you add them — this screen does not send an invite email.

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