Users and roles
Invite your staff and give each person access to the parts of WRMS Pro they need for their job.
Everyone who works in WRMS Pro needs their own login. You invite them from your workshop, and decide what they can see and change.
How access works, in one minute
Each person in your workshop has:
- A built-in level
- Owner — created the workshop. Full access, including billing and subscription.
- Admin — full access.
- Member — ordinary staff access.
- Optionally, a custom role that you create, such as Technician or Front desk. A custom role lists exactly which areas the person can view, create, edit or delete.
Give every Member a custom role
A Member who has no custom role can currently see and change everything, the same as an Admin. If you want to limit what someone can do, create a custom role and assign it to them. See Roles and permissions.
A typical set-up
| Person | Suggested access |
|---|---|
| Owner | Owner (automatic) |
| Workshop manager | Admin |
| Service advisor / front desk | Member with a Front desk role: customers, vehicles, work orders, quotes, billing, inspections |
| Technician | Member with a Technician role: view vehicles and work orders, edit work orders, inspections, Work Board |
| Accounts | Member with an Accounts role: billing, invoices (including void), reports |
These are suggestions. WRMS Pro does not create these roles for you; you build them to match how your shop works.
Invite someone
Create any custom roles you need first, in Settings → Roles.
Open Settings → Team and enter the person's email address under Invite by Email.
Choose their level and role, then send the invitation.
They receive an email and join by creating an account with that address. The invitation expires after seven days; until then it is listed under Pending Invitations, where you can copy the link or cancel it.
How many people can I add?
Each plan includes a number of users, and extra users can be added to a paid plan. See Subscription and plans.
Technicians without a login
The Work Board uses technicians, which are not the same as logins. You can add a technician to plan work against — for example, an apprentice who never uses WRMS Pro — without inviting them. A technician can also be linked to a login. See Technicians and work bays.
Still need help?
Email support@wrmspro.com or use the contact form. Signed-in users can also send a request from Settings → Support.