Creating a User
Setting up users correctly ensures work is routed to the right people, technicians get assigned jobs they are qualified for, and dispatch runs smooth. MetaFleet uses roles, service areas, and skills to power automations behind the scenes—so clean setup prevents delays, misassignments, and permissions issues later.
Who this is for
Admins or Managers responsible for onboarding new team members into MetaFleet.
What you’ll learn
• How to add a new user to MetaFleet
• How to assign the correct Role and permissions
• How to add phone numbers, service areas, and skills
• How call groups work with your phone tree
• How user settings impact dispatching, routing, and technician selection
Before you start
• You must have Admin access to Platform Settings
• Make sure you know the user’s email, role, and service area
• If the user is a technician, you should also know which skills or service capabilities they have
• Call Groups and Service Areas should already exist (see related articles)
Quick Summary (TL;DR)
• Go to Platform Settings → Users
• Click New User
• Enter Name and Email → click Create
• Assign a Role
• Add Phone Number (Please add a 1 to the beginning of the phone number)
• Assign Service Areas
• Add Skills (for Technicians)
• Add to Call Groups if needed
• Save and confirm the user appears in the list
Step-by-Step
1. Navigate to the Users page
Go to Platform Settings → Users. This shows the list of all existing users.
2. Click New User
Select New User to open the creation form.
3. Enter the user’s Name and Email, then click Create
All users require a unique email. Once created, their profile opens automatically.
4. Assign the correct Role
Go to the Role dropdown and choose:
• Technician – performs work; cannot approve estimates
• Dispatcher – schedules jobs; cannot view financials
• Administrator – full platform access
Tip: If you’re unsure, check the Roles & Permissions article or ask your Account Manager.
[add screenshot: assign-role.png, capture: Role selector, annotate: highlight dropdown, caption: Choose the correct role.]
5. Add the user’s phone number
Go to the Phone tab and enter their direct number. This is required for call routing and SMS messaging.
[add screenshot: phone-entry.png, capture: phone field, annotate: highlight phone field, caption: Add a phone number.]
6. Assign Service Areas
Select the Service Areas this user works in.
This is critical because MetaFleet uses service areas to determine which techs can be routed to which jobs.
[add screenshot: service-areas.png, capture: service area selector, annotate: highlight selected areas, caption: Assign service areas.]
7. Add Skills (for technicians or specialists)
Choose the Services Provided or Skills the user is qualified to perform.
This allows MetaFleet’s routing logic to match jobs with technicians who have the right capabilities.
[add screenshot: technician-skills.png, capture: skills list, annotate: highlight selected skills, caption: Select skills this user can perform.]
8. Add the user to Call Groups (optional)
Call Groups are used for phone tree routing.
Add this user to any relevant call group such as Operator, Dispatch, Service Desk, etc.
[add screenshot: call-groups.png, capture: call group list, annotate: highlight checkboxes, caption: Add user to call groups.]
9. Save and confirm
Make sure all fields are correct, then save. The user should now appear in the Users list and will be active in routing and permissions.
Troubleshooting
| Symptom | Likely Cause | Fix | Prevent |
|---|---|---|---|
| User does not appear in Dispatch list | Missing Service Area | Edit user → add service area | Always assign service area during creation |
| Jobs not routing to a technician | Missing Skills | Add skills under the user profile | Maintain a skills list for each tech |
| User says they cannot access certain pages | Wrong Role or permission limitations | Update role to the correct one | Verify role before saving |
| User not receiving phone calls | Not added to Call Groups | Add user to call groups in their profile | Match call groups during setup |
| User not receiving login emails | Incorrect email or typo | Correct email and resend code | Copy/paste email to avoid errors |
| The phone number is not saving after I enter it | Missing a "1" at the beginning | Edit user → add a "1" at the beginning of the number (e.g. 18595554515) | Always add a "1" at the beginning of the number and follow our format |
FAQs
Do users need a password?
No. MetaFleet uses one-time codes sent to their email for secure login.
Can I change a user’s role later?
Yes, edit the user profile and update the Role field.
Can users be deleted?
[VERIFY: “Delete User” behavior—likely soft-delete or disable.] Usually users can be disabled but not fully removed to preserve job history.
Do all technicians need skills added?
Yes. Skills power dispatch logic and prevent assigning work to unqualified techs.
Does every user need a service area?
Every technician or dispatcher does. Admins may not require one unless involved in field operations.