Employee Directory & Permissions

The Employees section is where you manage your team: who they are, what they can access, and how they’re configured in the system.

The Employee Directory

Go to Employees in the left sidebar to see everyone on your team. The page has 4 tabs:

Employees Tab

A list of all team members with their name, email, roles, and status (active/inactive).

Timesheets Tab

View and manage timesheets for all employees, including hours worked, pay periods, and time adjustments.

PTO Requests Tab

Review and manage time-off requests from your team.

Invitations Tab

See pending invitations (people you’ve invited who haven’t accepted yet).

Roles and Permissions

Every team member has 1 or more roles that control what they can see and do. Rivvex has 8 specific roles:

Combining Roles

Each person can have multiple roles. The roles are additive; having “Invoice Create” and “Analytics” means you can do both.

Common combinations:

What Each Role Unlocks in Navigation

Roles also control what navigation items are visible:

• Dispatcher → Schedule, Action Items, Jobs, Customers
• Timesheets → Employees section with timesheet tab
• Invoice Create / Invoice Submit → Invoice-related actions on jobs
• Analytics → Reports, Expenses
• Equipment → Equipment section (registry, maintenance, issues)

A team member without the Dispatcher role won’t see the Schedule in their sidebar. This keeps the interface clean, so people only see what’s relevant to their work.

Skillsets and Labels

You can tag team members with skillsets (also called labels) to describe their capabilities:

• “CDL Licensed”
• “Certified Electrician”
• “Estimator”
• “Bilingual - Spanish”
• “Heavy Equipment Operator”

How Skillsets Help with Scheduling

When a job requires specific skills, the dispatcher can filter available workers by skillset during scheduling. This ensures the right person is assigned to the right job.

For example, if a job requires a CDL-licensed driver, the dispatcher can filter for that skillset and only see crew members who qualify.

Inviting New Team Members

1. Go to Employees → Invitations tab (or Settings → Users).
2. Click Invite.
3. Enter the person’s email address.
4. Select the roles that match their responsibilities.
5. Send the invitation.

The person receives an email with a link to create their account. Once they accept, they appear in the employee directory with the roles you assigned.

Managing Invitations

You can see all pending invitations in the Invitations tab. If someone hasn’t accepted:

• Resend the invitation if they didn’t get the email
• Cancel the invitation if you no longer want them to join

Deactivating Team Members

When someone leaves the team:

1. Find them in the employee list.
2. Deactivate their account.

Deactivating removes their access while preserving their history. All jobs, timesheets, and notes they were associated with remain in the system for your records.

Before deactivating, check:

• Are there active jobs assigned to them? Reassign those first.
• Do they have pending time-off requests? Resolve those.
• Are there timesheets that need to be finalized?

Tips

• Start with the minimum roles needed. You can always add roles later. It’s easier to grant access than to clean up after someone had too much.
• Review roles quarterly. As people’s responsibilities change, their roles should too.
• Use skillsets. Even if you’re a small team, tagging people with their skills saves time during scheduling.
• Don’t delete, deactivate. Deleting a team member removes their history. Deactivating preserves everything while removing access.