> For the complete documentation index, see [llms.txt](https://learn.withessential.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://learn.withessential.com/administration/settings/review-users-and-their-roles.md). # Add and manage users and their roles The Users page lists everyone who can log in to Essential. Filter by status - All, Active, Invited, or Deactivated - or search by name or email, and click a row to open a person's details and effective access. If you hold the Manage Users permission, user management is self-serve from this page: * **Add a user.** Click Add user, enter their first name, last name, and email, and pick their roles. They receive an invite email to set their password, and show as Invited until they first sign in. You can resend the invite from their detail drawer. * **Change a user's name or email.** Open the user, edit **First name**, **Last name**, or **Email** at the top of their panel, and select **Save changes**. The email is their login: they sign in with the new address from then on, stay signed in, and get password reset links there. Each email can belong to only one Essential account. You can change someone's email only when you hold every permission their roles grant; their name you can always change. If they're still Invited, select **Resend invite** after saving so the invite goes to the new address. See [Change your name or email](/administration/settings/change-your-name-or-email.md). * **Change a user's roles.** Open the user, assign or remove roles, and save. You can generally assign only roles whose permissions you hold yourself. Office admins can also assign roles containing **Access Mobile** and **Create Own Visits** without holding those permissions. Assigning them to a technician does not add them to the admin's own roles. * **Deactivate or reactivate.** Deactivating immediately removes a user's access and clears their roles; if they're a technician, their seat is released too. On the Scheduling page a deactivated technician turns gray, their name reads **Name (Deactivated)**, and once seven days pass with no visits they drop off Scheduling and its **View Options** list entirely - they still reappear on any date range that holds their past visits. To bring someone back, reactivate them and assign their roles again. ## Technician setup When the roles you pick grant access to the technician mobile app, Essential asks for two more things at that moment: * **Color** (required) - the color that identifies the technician on the schedule and map. The picker flags colors already in use by another technician. * **Starting location** (optional) - where they start the day, used to estimate drive time to their first job. Reuse a saved address or enter a new one. Adding or removing a technician changes your billable technician seats, so those changes are reported to Essential for billing. > **Where to find it:** Settings -> Users ## See seats in use When your business has active Essential billing, a **Technician Seats (4/5)** tab appears beside the status filters: 4 technician seats in use out of 5 purchased for the current period. It matches the other tabs when unselected and turns green when selected. Hover it for the number still available, and click it to show only the users occupying a seat; click again to clear the filter. Each of those users also shows a green **Tech** pill next to their name. Adding a technician while a seat is available costs nothing extra. ## Seat charges when adding a technician If your business is billed per technician seat, adding a user with mobile access, or giving an existing user a role with mobile access, can buy a new seat. Essential asks you to confirm the charge first. See [Manage Essential billing](/administration/settings/essential-billing.md). ## Related guides * [Change your name or email](/administration/settings/change-your-name-or-email.md) * [Roles and permissions](/administration/settings/roles-and-permissions.md) * [Set a user's license number, expiration, and seal](/administration/settings/set-a-users-license-number-expiration-and-seal.md) * [Contact Essential for setup changes](/getting-started/getting-started/contact-essential-for-setup-changes.md) * [Add or edit a pricebook item](/administration/settings/add-or-edit-a-pricebook-item.md) * [Add the intake form to your website](/administration/settings/add-the-intake-form-to-your-website.md) * [Automate task statuses with Task Automations](/administration/settings/automate-task-statuses-with-task-automations.md) --- # Agent Instructions This documentation is published with GitBook. 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