Each person on your team has a profile: their name, photo, bio, phone, role, payroll details, hourly rate, and working schedule. Owners and admins manage everyone's from Settings → Team; each person can update their own basics.
Edit a team member (owners and admins)
Open Settings → Team
The Members tab lists everyone with their Role, Employee #, Rate, and Status. When anyone has been deactivated, filter chips above the list switch between Active, Inactive, and All, and a line such as 2 inactive members hidden · Show reminds you the Active view isn't everyone — click Show to see the whole team.
Open the member's menu
Click ⋯ at the end of the person's row.
| Menu item | What it does |
|---|---|
| Edit profile | Change their photo, name, role, phone and bio |
| Edit schedule | Set their normal weekly hours and add days off or other exceptions |
| Reset password | Email them a link to choose a new password. See Resetting a team member's password. |
The owner's row, and your own row, have no menu — you edit your own details from your profile (below).
Edit their profile
Choose Edit profile:
| Field | Notes |
|---|---|
| Photo | Click Change on the avatar to upload a picture. It shows on the dispatch board and in messages. |
| Name | How they appear across the app, including on messages customers receive |
| Role | What they can open and change. See Customizing team roles and permissions. Takes effect the next time they load a page. |
| Phone | Optional. Used for customer notifications, e.g. "Your tech is on the way". |
| Employee number | Optional. Their number in your payroll system. It's kept exactly as typed, so 00024 stays 00024. Used by the eBacon export. |
| Payroll department | Optional, for example Service. Goes in the Task column of the eBacon export. Leave it blank to use their business unit. |
| Bio | Optional, up to 300 characters. A line or two customers can get under the on-my-way text, for example 12 years in HVAC, NATE certified. Dad of two, Braves fan. It only goes out if you turn that on. See The automatic 'on my way' text. |
Click Save changes.
Employee number and Payroll department show once the person has accepted their invite.
Change someone's sign-in email
An Email field appears in the dialog as long as the person hasn't signed in yet:
- Invite still pending — the dialog is called Edit invite. Change the email and save: The old invitation will be canceled and a fresh one sent to this address.
- Added to the account but never signed in (for example, a member brought over from your old software) — the field shows the note They haven't signed in yet, so you can still change this. Change the email and click Save changes. A link to set their password goes to the new address.
Once someone has signed in, the field is gone from this dialog; they change their own email under Settings → Profile. An email that already belongs to another Run a Call login can't be used.
To cancel a pending invitation instead, use ⋯ → Cancel invite on the row. See How to add new team members.
Set an hourly rate
Click the amount (or Set rate) in the Rate column, type the hourly rate, and press Enter. Each tech's time on site is costed at their own rate on every job they work, so a job with a lead and a helper counts both. That's what the job's Job costing card and the profitability report use. If you also keep pay rates on Team → Time → Payroll, those win over this column. See Job costing: labor at each tech's rate.
Leave no one at Set rate. A blank rate means labor on their jobs costs nothing in your reports, which makes margins look better than they are.
Set someone's working schedule
Choose ⋯ → Edit schedule.
- Weekly Hours — turn each day on or Off and set the start and end time. The dispatch board uses this to show when each tech is working.
- Schedule Exceptions — add a Start Date (and End Date for more than one day), a Type (Vacation, Sick Day, Half Day, Holiday, Training, On-Call, Unpaid, or Other), optional times, and a note. Click Add Exception.
Technicians can also ask for time off from the mobile app; you approve those in Time → Time Off. See Requesting time off from the app.
Update your own profile
Office users: click your name in the bottom-left corner of the sidebar and choose Profile. You can change your Full name, Phone, Bio and photo (Change photo), then click Save changes. Your Email and Role are shown with a lock — only an owner or admin can change your role. The same page has your Password and Connected calendars.
Technicians: tap the Profile tab in the mobile app to change your photo, see your schedule, and reach My calendar and Help & support. Your name, phone, and email are shown there but can only be changed by an owner or admin.