Create and Manage Users and Crew Members

User Personas: Admin | Project Manager

eSUB Fusion manages Users and Crew Members separately.

• A User is anyone who logs in to eSUB Fusion and holds permissions.
• A Crew Member is a field worker whose labor hours are tracked in Daily Reports and who can be scheduled in the Scheduling module.

A Crew Member does not need a login. If you want to give one login access, you have two choices:

• Crew Basic gives limited access.
• Crew Standard gives full-featured access (as set by your permission groups), the same as any other user.

To perform the actions described in this article, a user must have the User Admin - Full User Management and Crew Management permissions.

Use the links below to jump to a topic:

• User License Types
  • Available Licenses
• View and Manage the Users Log
  • Export User Log
  • Import Users
• Create a User
  • Set Up a User's Project Access Level
  • Set Up a User's Permissions
  • Assign a Drawings License to a User
  • Assign Market Areas to a User
• Manage Crew Members
  • Create a Crew Member
  • Import Crew Members
  • Assign a Crew Member's Primary Labor Class
  • Assign Market Areas to a Crew Member
  • Convert a Crew Member to a User
• Edit a User or Crew Member
  • Editing a User's Email Address
  • Editing a Crew Member's Email Address
• Deactivate a User or Crew Member
  • Deactivate a User
  • Deactivate a Crew Member
• Permissions
• FAQ

User License Types

When you create or edit a User, you select a license Type under the Licenses section. The license type determines what the User can do and how they are billed:

*Requires separate license per Service Agreement.
**Allows access to My Schedule

If you have any questions regarding your Users and Crew Members or to change how many licenses your organization hasin relation to your eSUB Fusion Service Agreement, please contact your CSM or ClientServices@esub.com.

Available Licenses

Your Service Agreement sets how many licenses your organization has of each type. eSUB configures those purchased totals for your organization, and eSUB Fusion enforces them as you create, convert, and reactivate Users.

When you create or edit a User, the Type list under Licenses shows the current usage for each license type and greys out any type with no licenses remaining. A User cannot be saved on a license type that has no availability, and eSUB Fusion returns a message naming the type that is over the limit.

Each action affects your available licenses as follows:

View and Manage the Users Log

The Users Log lists everyone with login access. It includes Permission Group, Primary Labor Class (shown when the User is also a Crew Standard user), License, Last Logged In, and Status columns.

1. Select Settings on the global navigation menu, then select Users from the slide-out menu.
2. Use the search, sort, and filter options to manage the Users list.
3. Select a row to open View User, or edit a User directly from the log using the three-dot button.

When a Crew Member has login access (Crew Basic or Crew Standard), they appear in both the Users list and the Crew Members list.

Export User Log

You can export the Users Log to a .csv file: select Actions > Export Users. The export includes user identification, permission, and status details.

Import Users

Instead of adding Users one at a time, you can import them from an Excel spreadsheet. Nothing is created until you confirm the import, so you get a chance to review and fix every row first.

From the Users log:

1. Select Actions > Import Users.
2. Download a template. You have two starting points:
   • Existing users gives you a spreadsheet of everyone already in your organization, so you can add new people alongside them.
   • Blank template gives you an empty sheet with one example row.
3. Fill in the Users tab of the spreadsheet, then save it.
4. Choose your completed file and upload it.
5. Review the rows, then confirm the import.

Both templates include a Reference tab listing your organization's permission groups, companies, market area numbers, labor classes, and roles.

Single-choice columns on the Users tab read from that tab and give you a drop-down menu, so you pick a valid value instead of typing one.

Values in the spreadsheet are matched against your organization as follows:

Market Areas is the one column with no drop-down menu. A User can belong to more than one market area, so the column stays plain text. Enter market area numbers separated by commas. A tooltip appears when you select a cell in that column. A blank Market Areas column indicates the User will be assigned by default to All Market Areas.  See Market Areas for more information if you plan to use Market Areas.

Review the Import

Once the file is uploaded and verified, every row is checked and shown for review. Nothing is created until you confirm.

When you confirm, the selected Users are created and progress is shown as it goes. If any User could not be created, the review stays open with those rows and the reason for each, so you can correct the problem and select Retry.

If the file would create more Users than you have available licenses, the review step flags the affected rows and names the license type that is over the limit. Free up licenses or remove rows, then select Retry. See Available Licenses.

Crew Members are not created from this import. Add them on the Crew Members page, which has its own import. See Import Crew Members.

Create a User

A User is anyone who will need a login to access eSUB's tools. This includes access, based on permission settings, to the web and mobile applications. Because Users always log in, an email address and access details are always required.

Newly created users receive an email from eSUB to activate their account and set up their password before they can log in.

From the Users log:

1. Select Add User on the action button.
2. Fill in the User's identifying details and contact information, including the email address they will use to log in.
3. Select the license Type (Crew Basic, Crew Standard, or Office Standard; see User License Types).
4. Select a Permission Group.
   • Crew Basic users use the predefined Crew Basic permission group.
5. Assign Market Area as desired (See Assign Market Areas to a User). The default is "All Market Areas" unless additional Market Areas are available.
6. Select Next: Assign Access Level (See Set Up a User's Project Access Level for more info) then select Save when finished.

The Type options available to you depend on how many licenses your organization has left. See Available Licenses.

Set Up a User's Project Access Level

A User's access level dictates which projects they have access to: either all projects within the company or individual projects as needed.

See the Set Up User Access Level article for more guidance.

While creating or editing a User:

1. When creating a User, select Next: Assign Access Level. 
   • When editing an existing User, select the Access tab at the top of the page.
2. Select the desired access level in the Access Level drop-down.
   • Choose either Organization or Projects.
3. Select Save when finished.

Project Managers can also add Users to projects on the Project Settings > Members page. See the Project Settings article for more guidance.

Set Up a User's Permissions

User permissions dictate what actions a User is permitted to perform within eSUB Fusion. Permissions are assigned and managed via Permission Groups. After a Permission Group is created, you can assign it to Users within your organization.

See the Set Up User Permissions article for more guidance on configuring Permission Groups for your company.

While creating or editing a User:

1. Select the Permission Group field under the Permissions section.
2. Choose the desired Permission Group for the user.

Assign a Drawings License to a User

The Drawings tool is an optional add-on feature. Contact your Client Success representative for pricing and other information.

While creating or editing a user:

1. Select the Drawings checkbox under Licenses.
2. Make any other changes, then select Save when finished.
3. Ask the user to log out and then back in for the changes to take effect.

Assign Market Areas to a User

Users can be assigned to one or more Market Areas. Market Areas affect which data a user works with. For example, Scheduling results are limited to the user's assigned projects and market areas.

While creating or editing a user:

1. Select the Market Areas field under the Details section and choose the Market Areas for the user. The default is "All Market Areas" unless additional Market Areas are available.
2. Select Save, or proceed to Next: Assign Access Level (New User), when finished.

For additional information see: Market Areas and Market Area Visibility: Who Sees What

Manage Crew Members

Crew Members have their own dedicated area, separate from Users. The Crew Members log contains the columns that are relevant to crew members, such as Employee No. and Primary Labor Class. If Crew Members also have login abilities, they are also indicated here as well as the User's Log.

1. Select Settings on the global navigation menu, then select Resources > Crew Members from the slide-out menu.
2. Use the search, sort, and filter options to manage the Crew Members list.

Create a Crew Member

Create a Crew Member for any field worker whose labor hours need to be tracked in Daily Reports or who needs to appear for selection in the Scheduling tool. A Crew Member created here does not have login access. If the crew member also needs to log in, see Convert a Crew Member to a User or create them as a User with a Crew Basic or Crew Standard license.

From the Crew Members log:

1. Select Add Crew Member on the action button.
2. Fill in all required fields, including the Employee No.
   • Email address and mobile number are optional for Crew Members without login access.
3. Select a Primary Labor Class and Market Area if applicable.
4. Select Save when finished.

Your Crew Members are automatically made available on all Crew selection lists in your company's projects.

Import Crew Members

Crew Members can also be imported from an Excel spreadsheet instead of being added one at a time. The flow matches the Users import, with a few rules that are specific to crew.

From the Crew Members log:

1. Select Actions > Import Crew Members.
2. Download a template. As with Users, you can start from Existing Crew Members, a spreadsheet of everyone already in your organization, or from a Blank template with one example row.
3. Fill in the Crew Members tab, including an Employee No. for every row, then save the file.
4. Choose your completed file and upload it.
5. Review the rows, then confirm the import.

Both templates include a Reference tab listing your organization's roles, labor classes, companies, and market area numbers, and single-choice columns give you a drop-down menu from it. 

Market Areas is again plain text: enter market area numbers separated by commas.

The import process for Crew Members follows the same import workflow as indicated in Import Users and Review the import unless otherwise indicated. Crew Members created by this import cannot log in. Anyone who needs a login has to be created on the Users page, which has its own import.  A row whose email address already belongs to a User is flagged and is not imported.  Because they cannot log in, imported Crew Members consume no license, so your license counts do not limit this import.

Values in the spreadsheet are matched against your organization as follows:

Review the Import

Every row is checked and shown for review, and nothing is created until you confirm. 

Rows are marked the same way as in the Users import: 

When you confirm, the selected Crew Members are created and progress is shown as it goes. If any could not be created, the review stays open with those rows and the reason for each, ready to try again with Retry.

Assign a Crew Member's Primary Labor Class

A Crew Member's Primary Labor Class selection affects your job cost reporting. See the Labor Rates Setup article for more guidance.

From the Crew Members log:

1. Select the Crew Member to view it, then select Edit.
2. Select the Primary Labor Class field and choose the Labor Class for the Crew Member.
3. Select Save when finished.

Assign Market Areas to a Crew Member

Crew Members can be assigned to one or more Market Areas. 

While creating or editing a Crew member:

1. Select the Market Areas field under the Details section and choose the Market Areas for the crew member.
2. Select Save when finished.

For additional information see: Market Areas and Market Area Visibility: Who Sees What

Convert a Crew Member to a User

You can give an existing Crew Member login access by converting them to a User. Conversion opens a panel that mirrors the Create User form.

From the Crew Members log:

1. Select the Crew Member to view it, then select Convert to User.
2. Enter an email address and mobile number. The email address will be used to log in to eSUB.
3. Select a license type (Crew Basic or Crew Standard) and a Permission Group.
4. Set the access level on the Access tab.
5. Select Convert, then confirm in the dialog.

Converting a Crew Member to a User is not reversible. The new User will receive an activation email and must set a password before logging in.

Converting a Crew Member to a User consumes a license of the type you select. If no licenses of that type remain, the conversion is blocked. See Available Licenses.

Edit a User or Crew Member

From the Users log or the Crew Members log:

1. Select the User or Crew Member, then select Edit.
2. Make any applicable edits.
3. Select Save when finished.

When a Crew Member has login access (Crew Basic or Crew Standard), editing them from the Crew Members log takes you directly to Edit User.

Editing a User's Email Address

• A User's email address can be edited at any time, and the associated contact profile is updated automatically.
• When the email is changed, a new email invite is sent to the updated address. The User must activate the new account before the previous login (using the old email) is deactivated.
• User profiles must have unique email addresses; duplicates are not allowed.

Editing a Crew Member's Email Address

• A Crew Member's email address can be edited at any time, and the associated contact profile is updated.
• Crew Members without login access can have duplicate email addresses.

Deactivate a User or Crew Member

Deactivate a User

From the Users log:

1. Select the User, then select Edit.
2. Select Deactivate.
3. Select Save when finished.

Deactivating only removes the user's login ability. If they are assigned a Drawings license or are also a Crew Member, update each of those separately: uncheck the Drawings license under Licenses, and set the crew member's status to Unavailable if their crew profile is no longer needed.

Deactivating a User returns that license to your available pool. Reactivating a User requires an available license of the same type, so Reactivate is unavailable when there are not enough. See Available Licenses.

Deactivate a Crew Member

From the Crew Members log:

1. Select the Crew Member to view it, then select Edit.
2. Toggle the Status to Unavailable.
3. Select Save when finished.

See the Available and Unavailable Statuses article for more guidance.

Permissions

Administrators can adjust permissions; see Set Up User Permissions.

FAQ

What is the difference between a Standard User and a Crew Member?

A User is anyone who needs a login to eSUB’s web and mobile tools. A Crew Member is a field worker tracked for labor hours and scheduling. If someone needs both a login and labor tracking, create them as a User with the Crew designation. See User License Types.

My contact information on PDFs is wrong. Where do I fix it?

It comes from your User or Crew Member profile, so the profile is what needs updating. See Edit a User or Crew Member.

Can I give an existing Crew Member a login?

Yes. Convert the Crew Member to a User; the conversion panel mirrors the Create User form. See Convert a Crew Member to a User.

What happens when I deactivate a User?

Deactivating removes the login only. Their historical records and any project assignments remain. See Deactivate a User and Available and Unavailable Statuses.

Why can’t I add another User?

Your Service Agreement sets how many licenses of each type your organization has, and eSUB Fusion enforces those totals. See Available Licenses.

See also: Set Up User Permissions and Permission Group Descriptions.