How to Set Up Your Team in FieldMarkup
By Troy · June 12, 2026
Build your roster in the Business workspace once: each person gets a position (Owner, Manager, Project Manager, Technician, Contractor) with the right permissions baked in. Assign them to projects from a picker, no email round-trip needed. Sub-contractors and customer contacts get the lightweight project-guest invite instead so they never clutter your company team.
The two-layer model
Team in FieldMarkup is split into two layers because the people you work with don't all fit one mold.
- Your company roster is the crew that works for you. Built once. Carries position, skills, certifications, contact info. Reused on every project.
- Project guests are sub-contractors, customer IT contacts, vendors, anyone you bring in for one specific job. Invited by email per-project. Never appear in your company roster. View-only or edit access, your call.
This split solves the problem most team tools create: you don't want every sub-contractor you've ever worked with cluttering your team page, and you don't want your roster locked behind a per-seat tax just because you had to email a one-job vendor a link.
Building your roster (10 minutes, one time)
Go to Business → Team. For each member of your crew:
- Click Add member.
- Enter their email, name, phone, and assign their default position.
- They get an invite email with a sign-up link.
Until they accept, the row shows Invited. After they sign up, it flips to Active. If someone leaves, use Remove from roster: their access to every assigned project is revoked immediately, but their activity history (who edited which plan) is preserved for audit purposes.
The five positions
Each roster member gets one of five positions. Permissions are sized to the role:
| Position | Edit markup | See BOM costs | Manage team |
|---|---|---|---|
| Owner | Yes | Yes | Yes |
| Manager | Yes | Yes | No |
| Project Manager | Yes | Yes | No |
| Technician | Yes | No | No |
| Contractor | No | No | No |
The cost restriction on Technician and Contractor is intentional. Unit costs, labor rates, and margins are internal data that shouldn't reach the field crew. You can override a member's position per-project if a Technician is acting as PM on one specific build.
Skills and certifications: filter the roster like data
Click any roster member to open their detail page. Track:
- Skills: a matrix of CCTV, access, intrusion, fire, network, audio by Install vs Program. Tick the boxes that apply.
- Certifications: NICET levels, BICSI, manufacturer training, license numbers, with expiration dates. A status pill on every row (Valid, Expiring soon, Expired) so a lapse doesn't surprise you at bid time.
The Skills tab on the team page filters the roster by capability ("show me everyone who can program access"). The Certifications tab gives you a roster-wide audit sorted by earliest expiration. Both surface to anyone with Owner or Manager access.
Assigning to a project
On any project page, scroll to the Team section. Two flows:
- Pick from roster: a dropdown of every active roster member. Pick someone, pick their position on this specific project, done. No email round-trip.
- Invite a project guest: enter an email and pick view-only or edit access. The guest gets a link scoped to one project and never enters your roster.
Use the roster path for your own people; use the guest path for anyone external. The right tool for each.
The payoff: roster names everywhere
Every "edited by" surface in the app reads from the roster instead of email addresses. The dashboard, the activity feed, the project page header. Your customer never sees "flawedporcelain+47@gmail.com edited this plan" because they see "John edited this plan." The audit log reads cleanly in front of a customer or auditor.
Frequently asked questions
- How many team members can I have?
- During beta, unlimited. At launch the free tier is one seat (just you), Pro is one seat with project guests for external folks, and the Team plan opens up multi-seat roster pricing. Existing free-tier rosters built during beta are grandfathered.
- Can a Technician see the BOM at all, or just not the cost lines?
- Technicians see the BOM device list (every device on every plan with model, location, status) but not the cost or labor columns. That's by design: unit costs, labor rates, and margins are internal data.
- What if my Technician is acting as PM on one project?
- Override their position when you assign them to that specific project. Roster-level position is the default; per-project assignment wins when set.
- Do sub-contractors and customers count toward my team seat count?
- No. Project guests are a separate concept and never enter your company roster. You can invite as many as you need without it touching seat counts.
- What about office staff like HR or coordinators?
- The five built-in positions don't have a perfect fit for office staff. We're tracking Custom Roles as a V3 feature so you can define positions like 'Coordinator' or 'Office Admin' with the exact permissions you want. Until then, Manager is the closest fit for non-field office staff.
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