Managing Users and Permissions

This guide explains how to add, edit, and manage users in Pool Office Manager (POM), including how to set up role-based permissions for your team.

Accessing User Management

Navigate to Settings and then Users from the left sidebar. The User List displays all users with their name, username, email, role, app version, and status. Quick stats at the top show your active user count and monthly usage.

Adding a New User

Click Add User and complete the Information Tab with required fields: First name, Last name, Username, and Email. Set a password (minimum 6 characters with numbers, letters, and/or punctuation).

Optional settings include: Default inventory location (for techs who work from specific warehouses), Color (for calendar display), Display on schedule toggle, and Starting location (custom start/end point for route optimization).

Understanding User Roles

POM offers two role types:

Admin Role: Full access to all features including settings, billing, reports, and user management. Admins can view and modify any data in the system.

User Role: Customizable access controlled by granular permissions. Use this for technicians and office staff who need limited access.

Setting Granular Permissions

When the User role is selected, you can configure specific permissions across seven categories:

Appointments: View own appointments only, View all appointments, Edit appointments, Delete appointments

Services: View service records, Edit services, Delete services, Upload photos from library

Customers: View customer profiles, Edit customer data, Delete customers, View phone numbers (can be restricted for privacy)

Inventory: View inventory items, Edit quantities and items, Delete inventory records

Invoices: View prices on services, View invoices, Edit invoices, Delete invoices

Communications: Send emails to customers, Send text messages to customers

Reports and Alerts: View reports and dashboard, Edit report configurations, Delete custom reports

Best Practices

For Technicians: Enable view/edit for Appointments and Services, view-only for Customers (hide phone numbers if needed), and enable Communications for customer updates.

For Office Staff: Enable full access to Customers, Billing, and Communications, but restrict Settings access to prevent accidental changes.

Managing Existing Users

From the user list, click any user row to edit their profile. Use the Send Credentials button to email login details to new users. Toggle Make Inactive to disable access without deleting the user account.

The Time Clock feature (also in Settings) lets you track technician hours with in/out timestamps, locations, and notes.