Create and Manage Users and Crew Members

Tatiana Mendoza

November 03, 2025 23:07
Updated

User Personas: Admin | Project Management

Your employees can be given access to log in to eSUB Fusion through their User profile as a Standard User. If an employee only needs to have their labor hours tracked in eSUB Fusion, they should be added as a Crew Member. Depending on your business needs, you may set up an employee as a Standard User or a Crew Member, but they can also be both. If you have an employee that will need access to log in to eSUB Fusion and will need to track their labor hours, you must create them as a Standard User with Crew Designation selected.

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 quickly jump to a topic:

View and Manage the User List
- Export User Log
Create a Standard User
Create a Crew Member
- Designate a User as a Crew Member
- Assign a Crew Member's Primary Labor Class
Edit a Standard User or Crew Member
Deactivate a Standard User or Crew Member

View and Manage the User List

Select User Admin on the global navigation menu, then select Users from the slide out menu
Use the search, sort, and filter options as desired to manage the User list

Export User Log

A User can export the log into a CSV file by selecting Export Users on the Action button. The export includes the following information: Name (Last, First), Employee No., Email, Permission Group, Primary Labor Class, Drawings Access, User Status, and Crew Status.

Create a Standard User

A Standard 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. If an employee needs login access and tracking of labor hours in Daily Reports, you must create them as a Standard User with the Crew Designation checkbox selected. See the section Designate a User as a Crew Member for guidance.

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

From the User list:

Select Add User on the action button
Select the Standard User option, and fill in all required fields
Select Next when finished to assign the User’s Access Level

Create a Standard User

Set Up a User's Project Access Level

A User’s access level dictates which projects they have access to. A User's access level may be configured to give them access to all projects within a company, all projects within a division* or market area*, or just individual projects as needed.

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

While creating or editing a User:

Select Assign Access Level
Select the desired access level in the Access Level drop-down
- Choose either Organization or Projects
Select Save when finished

How to assign a User's Access Level

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. Once a Permission Group is created, you may assign the Permission Group to Users within your organization.

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

While creating or editing a User:

Select the Permission Group field under the Permissions section
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:

Select the Drawings checkbox under Licenses
Make any other changes as desired then select Save when finished
Ask the user to log out and then back in for the changes to take effect

User/Crew Member Features

User Info

Enter the User or Crew Member's identifying details and contact information.

Permissions

Allows you to select the permission settings for the User, based on your preconfigured permission groups. See the User Permissions article for more guidance.

Licenses

This section is only visible for companies that have an applicable add-on tool with licensing, such as Drawings. This section allows you to view the available license count and assign or remove user licenses for a tool.

Crew Designation

This optional selection allows you also to set up the User as a Crew Member for time tracking purposes, and to set their default Labor Class. See the Labor Rates Setup article for more guidance.

Company Info

Only appears if your organization has multiple companies* within it. This selection allows you to designate the User’s company associations within the organization.

Preferences

Set the User’s preferences for language*, date display, and email signature. Users may adjust their own preferences by editing their User profile.

Create a Crew Member

Crew Members are only used for tracking labor hours in Daily Reports. A Crew Member will not have login access. If one of your employees needs to have a User login to eSUB Fusion and needs their labor hours tracked, it is best practice to create them as a Standard User with the Crew Designation checkbox selected. See the section Designate a User as a Crew Member for guidance.

From the User list:

Select Add User on the action button
Select the Crew Member (for time tracking) option, and fill in all required fields
Select Save when finished

Create a Crew Member

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

Note: Crew Members cannot be upgraded into Standard Users

Designate a Standard User as a Crew Member

From the User list:

Select the User to view it, then select Edit
Select the User is a crew member checkbox in the Crew Designation section
- Enter the Employee No. and select a Primary Labor Class for the Crew member
Select Save when finished

Designate a User as a Crew Member

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.

Select User Admin on the global navigation menu, then select Users from the slide out menu
Select the Crew member to view it, then select Edit
Select the Primary Labor Class field and choose the Labor Class for the Crew member
Select Save when finished

How to assign a Crew member's Primary Labor Class

Edit a Standard User or Crew Member

From the User list:

Select the Standard User or Crew Member then select Edit
Make any applicable edits
Select Save when finished

Editing a Standard User Email Address

A User's email address may be edited at any time, and the associated contact profile will be 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 Email Address

A Crew Member email address may be edited at any time and the associated contact profile will be updated.
Crew Members may have duplicate email addresses.

Deactivate a Standard User or Crew Member

Deactivate Standard Users:

From the User list:

Select the User, then select Edit
Select Deactivate
Select Save when finished

Note: Selecting "Deactivate" only removes the user's login ability. If they are assigned a Drawings license or identified as a Crew Member, you will need update each of those features separately (see Additional Steps).

Additional Steps

To remove a User's assigned Drawings license or inactivate the User's Crew Member Status:

From the User list:

Select the User, then select Edit
If the User is assigned a Drawings License uncheck the licenses box
If the User's Crew Member profile is no longer needed, toggle the Crew Status button to Unavailable
Select Save when finished

Do not uncheck the 'User is a crew member' box to inactive a Standard User's Crew status. You must toggle the "Crew Status" to unavailable.

Create and Manage Users and Crew Members