User Guide

Customers & Employees

The two address books everything else hangs off. A project needs a customer; a timesheet needs an employee. Getting these two right on day one saves a lot of correcting later.

Quick overview

Customers — who you work for. Holds contact details, one or more site addresses, their contracts and payment history, and the switch that lets them into the Customer Portal.
Employees — who works for you. Holds their login, their role, their hourly rate and pay frequency, and a few switches that change how they clock in.

Set these up first. You cannot create a project without a customer, and you cannot assign a task without an employee. Both screens are admin-only and unlock at the Starter plan.

Where to find it

Operations          (admin)
├── Customers
├── Employees
└── …

Customers

Open Operations → Customers. The list is searchable by name, email and phone.

Adding a customer

Click Add Customer. The form opens in a popup over the list — Save Customer or Cancel (or Esc) brings you back to where you were:

Field	Notes
Name	Company or person. This is what appears on estimates, invoices and project lists — write it the way you want it printed
Email	Used when you send an estimate or invoice from Jobmand
Phone / Cellphone	Both are tap-to-call in the mobile app
Notes	Free text — gate codes, dog on site, who to ask for
Active Customer	Tick for current customers. Untick to retire someone without deleting their history
Vendor	Tick for a supplier or subcontractor you pay — a lumber yard, a countertop fabricator, a sub. It makes them selectable as the payee in Payments → Add Manual Payment. A vendor stays in your customer list, so one company can be both a client and a supplier without being entered twice

Addresses

A customer can have as many addresses as they have sites. Each one takes street, city, state, ZIP and country, and one of them is flagged Principal.

Use Add Another Address for extra sites. The Principal address is what gets used as the default when you create a project or a route destination for this customer, and it's the one the crew's GPS button opens in Google or Apple Maps.

Tip: for a customer with several properties, name them clearly in the notes ("Unit 4 — rear entrance"). The address block is what the crew navigates to at 6am.

The five tabs

Click a customer to open their record. It's organised into five tabs:

Tab	What's in it
General	Contact details and notes
Addresses	Every site, with the Principal one marked
Projects	Every job you've done or are doing for them
Financial	Contract value, what's been paid, what's outstanding
Portal	Their access to the Customer Portal

Financial tab

Three numbers at the top answer "where do we stand with this client":

Total Contract Value — everything you've contracted with them
Total Paid — what has actually come in
Open balance — what's still owed on their contract invoices

Below that, their contracts are listed with badges — Unpaid for a contract with an open invoice balance, Pending renew for a contract approaching its renewal date — followed by the full payment history.

This is the screen to open before you take another job from someone.

Giving portal access

The Portal tab controls whether this customer can sign in and watch their own jobs. Pro plan.

Switch on portal access for the customer
Set a portal username and password, or use Generate Portal Link
Send them the link or the credentials

The generated link is shown once. Copy it before you close the panel — you can't come back and read it again. If you lose it, generate a new one; the old one stops working.

Other buttons: Reset Password when they forget it, and Revoke to cut access off immediately — useful when a job ends badly or a contact leaves the client's company.

Enabling access here is only half of it: you also choose which projects they see and what they see on each one, per project. See sharing a project.

Employees

Open Operations → Employees. Search by name, email, role or group.

Every person who signs into Jobmand — office or field, admin or crew — is a record here. Creating one is how you give someone a login.

Adding an employee

Field	Notes
Name	Shown on tasks, timesheets and the team roster
Email	This is their username. It must be unique
Password	You set it. Give it to them directly; they'll use it on web and mobile
Phone	Tap-to-call from the mobile team roster
Role	Employee or Admin — see below
Interface language	English, Spanish or Português — their personal default everywhere they sign in
Group	Free text, e.g. "Plumbers", "Crew B"
Hourly rate	Drives earnings and project labour cost
Payment frequency	Weekly / Every Two Weeks / Monthly
Lunch discount	Time automatically deducted from each shift
Allow clock-in with no project	Lets them log "General Work" hours not tied to a job

Role

Role	Sees
Employee	Dashboard, To-Dos, Timesheets, Messages. No customers, no money, no other people's hours
Admin	Everything in the company, plus approving timesheets, creating tasks, and company settings

Admin is not a partial permission. There is no "admin except payroll". Anyone you make an admin can see every customer, every invoice, every employee's rate and every payment. Promote deliberately.

Pay settings

Three fields decide what an hour is worth and how much of it counts:

Hourly rate — every approved hour is multiplied by this. It feeds the employee's Earnings this month tile on the Dashboard, the project's labour cost, and the payment batches.
Lunch discount — deducted automatically from each shift, so nobody has to remember to clock out for lunch.
Payment frequency — Weekly, Every Two Weeks or Monthly. It doesn't trigger anything by itself; it tells you which people belong in which payment run.

Changing the rate doesn't rewrite history. Hours already approved keep the value they had. A raise applies going forward — which is what you want, but worth knowing before you go looking for the discrepancy.

Groups

The group field is plain typed text, and it does real work: it's how you address a message to one trade or one crew, and how the roster is organised.

Spelling is the whole mechanism. "Crew B", "crew b" and "Crew-B" are three different groups, and a message sent to one won't reach the others. Agree on the exact strings and stick to them.

Employee detail

Clicking a person shows their rate, phone, pay frequency, interface language, lunch discount, whether they can clock in without a project, and their recent tasks — enough to answer most "what's going on with this person" questions without opening four screens.

Common workflows

Onboard a new crew member

Employees → Add Employee — name, email, password, phone
Role Employee; set their interface language
Set hourly rate, payment frequency and lunch discount
Type their group exactly as the rest of that crew is spelled
Give them the email and password; have them sign into the mobile app and clock in once to prove it works

Take on a new customer

Customers → Add Customer — name exactly as it should appear on invoices
Add the site address; mark the main one Principal
Add gate codes and access notes in Notes — the crew reads these on site
Create their first project
If they're the kind of client who calls for updates, switch on portal access and send them the link

Decide whether to take another job from a client

Open the customer → Financial tab
Check Outstanding and any Unpaid contract badges
Look at the payment history — are they slow, or just currently mid-project?
Check the Projects tab for how the last jobs went

Someone leaves the company

Approve and pay any outstanding timesheets first — their history stays either way, but pay it while it's fresh
Reassign their open tasks to someone else
Change their password so the login stops working

FAQ & Troubleshooting

Can I delete a customer?: Untick Active Customer instead. Deleting would take their projects, invoices and payment history with them; deactivating keeps the record and gets them out of your active lists.
A customer has three sites. Do I create three customers?: No — one customer, three addresses. Projects pick the address they belong to. Three customers would split their financial picture into three.
The crew is navigating to the wrong address.: Check which address is flagged Principal — that's the one the GPS button uses by default.
I generated a portal link and closed the panel without copying it.: Generate a new one. The old link is dead the moment a new one is issued, so there's no risk in doing it.
Two people need the same email address.: Not possible — the email is the login. Give the second person their own address, even a simple one on your company domain.
An employee says the app is in the wrong language.: Set interface language on their employee record. That's their default everywhere. They can also change it themselves from the mobile app's Profile tab or the web top bar.
Why are this employee's hours always shorter than the shift?: Lunch discount is deducted from every shift automatically. Set it to zero if that isn't how you pay.
I raised someone's rate and old timesheets didn't change.: Correct and intentional. Already-approved hours keep the rate they were approved at; the new rate applies from now on.
Can I make someone an admin for just one module?: Not with roles alone — Admin is all-or-nothing within the company. Roles & Permissions lets you give anyone access to just the modules they need. If someone outside the company only needs to see progress, give them customer portal access instead.

Need help?

For training, access, or feature requests, contact your Jobmand admin. For bug reports include the screen name, what you clicked, what you expected, and what happened instead — with a screenshot if possible.