Add or Remove an Employee (User)

Adding users (employees) to your Docket account is how you give your drivers, office staff, sales reps, and other team members access to Docket and/or the mobile app for day-to-day operations. 

You can also manage their timecards and monitor drivers’ starting locations (if GPS is enabled in Docket’s mobile app).

When someone leaves your business or no longer needs access, you can change them to the No Access role or delete them, depending on whether you still need their tasks and activity.

Your drivers (technicians) also affect your monthly bill. Whenever your driver count changes, your bill can change with it.

Before You Start 

Here are a few things to know before you continue:

• Depending on your role/permissions, you may not be able to perform all of the actions in this article. Please reach out to your Admin if you need additional access.
• We recommend each user (employee) be added individually instead of sharing a single login so you can better track everyone's access permissions and activity in your account.
• Drivers must be added as Employees AND marked as a Technician in their profiles so you can assign tasks to them and so they can complete those tasks in the mobile app.
• Your contract sets the minimum number of drivers (technicians) you pay for each month. If you add more drivers than that minimum, your monthly price increases. If you remove drivers back down to your minimum, your monthly price can decrease, but you’ll always pay at least your contracted minimum.
• You cannot change an Employee's email address after you've added them.
• Deleting an Employee does NOT free up their email address for reuse. If you need to reuse it, an Account Owner or Administrator will need to contact our Support team.

Employee Roles

There are 5 different options to choose between when deciding what level of access you'd like each of your employees to have.

TIP: After you've added an Employee, you can customize their permissions to limit their access even further to just specific areas of your account.

Administrator 

In addition to Account Owners, Administrators can access everything in your Docket account. This includes viewing and editing other Employee profiles.

Use this role for Employees who are helping you manage your Docket account that would need access to your account settings in the Account section.

Office Staff 

Employees with the Office Staff role can access everything except for the Employee and Account sections.

You'll probably use this role the most when adding anyone other than Drivers since schedulers, dispatchers, and billing reps need this permission.

Sales Only 

Employees with the Sales Only role can access everything except for the Employee and Account sections. 

They can create invoices and view or edit invoices that they’ve created, but no one else’s.

Mobile Access

Employees with the Mobile Access role can only log into Docket's mobile app and aren't able to log into your Docket account through a web browser.

This role is primarily for your Drivers since the app shows them their assigned tasks and can track their GPS throughout their daily route to ensure efficiency.

No Access

Employees with No Access cannot log into your Docket account or the mobile app at all, but they'll still appear in your main Employees section.

Changing an Employees role to No Access is useful if that person no longer works for your business, but you don’t want to delete them just yet because they still have tasks that you need to reassign or activity you want to save for the future.

Add an Employee 

Currently, there isn't a way to bulk import Employees, so you'll need to manually add users one by one.

To do that, watch the above video or follow the below instructions:

1. Click the "+ New" button in the top left corner.
2. Click on "Employee" in the Add section.
   
   
3. Select the Permission you'd like this Employee to have.
4. Click "Continue to Invite" at the bottom.
   
   
5. Enter the Employee's full Name and Email Address.
   
   Please Note: The Email Address must be valid and have a working inbox where the Employee can access their Invite email. You won't be able to change the email address after adding them.
    
6. Click the "Invite button" to add them.

The newly added Employee will receive an Invite email and they'll need to follow the instructions to set up a password for their profile's login.

For password setup and account login instructions, please review this article for all non-Drivers or this article for all Drivers. 

Please Note: If you're adding a driver, make sure to toggle on the Technician setting in their profile so you can assign tasks to them.

Customize an Employee's Permissions

After you've added an Employee, you can further limit or expand their access directly from their profile to customize their role in Docket to better match their day-to-day responsibilities.

To do that, just follow the instructions below:

1. Click on "Employees" in the left-hand menu.
2. Click on the Employee you need to adjust permissions for.
   
   
3. Click into their "Access" section.
   
   
4. Review and adjust their permissions for each area of Docket that they have access to as needed.
   
   
5. Click "Update Access" at the bottom to save your changes.

Role Defaults

You'll see a "Save as Role Defaults" button at the top of the Access section in each employee's profile.

Clicking that button will apply all of your permission changes/customization for this particular employee as the default permissions for ANY NEW employee with the same role moving forward.

For example, if you turn off access for an employee with the Office Staff role and then click "Save as Role Defaults", every new employee added with the Office Staff role will also have that access turned off.

There is no way to undo saving your customizations as a role's default, so make sure you want ALL NEW employees for that specific role to only have the particular access you've customized. 

Remove an Employee

When someone leaves your business or no longer needs access to Docket, you can either change them to the No Access role or delete them. Both options stop the person from using Docket, but they handle the employee’s record differently.

Changing someone to No Access means that they'll stay in your main Employees section, but they can no longer log into Docket or the mobile app. Choose this option if they still have tasks that you need to reassign or activity you want to keep handy.

Deleting someone means that they'll be completely removed from your active Employees section, but their past records, like time clock and task data, are still available in your historical reports. Choose this option if you no longer need them in your account.

Please Note: Deleted employees and their tasks will still appear on past dates in Dispatch, but they won't appear on any dates after the day they were removed.

Turn Off the Technician Setting for a Driver

If the employee is a driver, you'll want to turn off their Technician setting first. This is what stops them from counting toward your monthly bill so it’s an important step even if you plan to delete them afterward.

To do that, follow the instructions below:

1. Click on “Employees” in the left-hand menu.
2. Click on the Employee you need to remove.
3. Click into their "Admin" section.
4. Toggle off the Technician toggle.
5. Click “Update Admin” at the bottom to save your change.
   
   

You’ll still see this user in your Employees list, but they'll no longer count as a technician and your bill will be adjusted automatically.

Change an Employee to No Access

Changing an employee to No Access is the quickest way to cut off their login while keeping their profile and activity in your account.

To do that, follow the instructions below:

1. Click on “Employees” in the left-hand menu.
2. Click on the Employee you need to change.
3. Click into their "Admin" section.
4. Change their role to “No Access”.
5. Click “Update Admin” at the bottom to save your change.
   
   

You’ll still see this user in your Employees list, but they won't be able to log into Docket or the mobile app.

TIP: You can change a No Access employee back to another role at any time if they return to your business.

Delete an Employee

Deleting an employee removes them from your Employees section when you no longer need them listed in your account.

To do that, follow the instructions below:

1. Click on “Employees” in the left-hand menu.
2. Click on the Employee you need to delete.
3. Click the “Actions” button.
4. Click “Delete”.
   
   
5. Click "Delete" from the prompt that appears.
   
   

You’ll no longer see the employee in your main Employees section, but their past records will still be available in your historical reports.

Please Note: Deleting an employee does NOT free up their email address for reuse. If you want to use that email address for a new employee, an Account Owner or Admin will need to contact our Support team so we can permanently remove the email address from Docket.

How Drivers Affect Your Bill

Your Docket subscription is partly based on the number of drivers (technicians) in your account. When you add or remove drivers, your monthly bill adjusts to match based on your minimum contracted amount.

An employee counts as a driver when their Technician setting is turned on. Employees without it, like Office Staff, don’t count as drivers.

Your contract sets the minimum number of drivers you pay for each month. If you add more drivers than that minimum, your monthly price increases.

The extra charge is prorated for the rest of your current billing cycle, so you’re only charged for the time the additional driver is active.

TIP: You'll see a notification when adding drivers above your minimum contracted amount so there's no way to accidentally increase your bill.

If you remove drivers, either by turning off their Technician setting or deleting them, your bill can decrease IF you're still over your minimum contracted amount after removing them. You’ll receive a prorated credit for the time the driver isn't active that's applied to your next invoice.

Please Note: You’ll always pay at least your contracted minimum, even if you have fewer drivers than that in Docket. Your contracted minimum stays the same until your contract renews.

For example, if your contract includes 3 drivers and you add a 4th driver, your bill increases for the rest of that billing cycle. If you later remove that 4th driver, you’ll go back to paying for 3 drivers and receive a prorated credit on your next invoice. If you then remove a 3rd driver, you’ll still pay for the 3 drivers in your contract.

If you have any questions, please reach out to our Support team through the chat widget on the bottom of this page or by sending an email to support@yourdocket.com!