User Management and Staff Roles

Fixly allows you to manage both your internal staff (Admins and Technicians) and your customer database from a central location. This guide explains how to control access levels and link users to external accounting services.

1. Staff Roles and Permissions

Access to the system is governed by three primary roles. A user’s role determines what they can see and do within the application:

  • Admin (Owner): Has full access to the entire system, including financial settings, tax configuration, and staff management.
  • Technician (Staff): Can access the admin panel to manage repairs, add notes, and update inventory, but cannot change sensitive business settings or manage other staff.
  • Customer: These users can log in to the frontend dashboard to view their own repair history, pay invoices, and manage their registered devices, but they cannot access the admin panel.

2. Managing User Profiles

  • Access: Navigate to Management > Users in the admin sidebar.
  • Personal & Business Details: You can record standard contact information, including Full Name, Email, and Phone Number. For business clients, you can also store a Company Name.
  • Address Information: Store full physical addresses for customers, which are automatically pulled into Invoices and Repair Summaries when a booking is created for them.

3. Admin Panel Access Control

The system uses strict logic to decide who can log in to the backend at yourdomain.com/admin:

  • Access Logic: Only users with the role of Admin or Technician, or those with the Is Admin flag set to true, are permitted to enter the admin panel.
  • Security: If a customer attempts to log in to the admin URL, they will be denied access even if they have a valid account.

4. Password Management

  • Auto-Generation: When creating a new user, you can leave the password field blank to have the system auto-generate one (ideal for new customers).
  • Manual Updates: To reset a password, simply type a new one into the Access Control section of the user editor. The system securely hashes the password automatically before saving it to the database.

5. QuickBooks Integration (Customer Sync)

If you have the QuickBooks integration enabled, you can manage the link between your local users and your accounting records:

  • Linked ID: The Linked QB Customer ID field shows the unique identifier for that customer in QuickBooks Online. This is a read-only field used for syncing purposes.
  • Manual Sync: Use the Import / Sync Customers from QB button at the top of the user table to pull your existing QuickBooks client list into Fixly.
  • Deactivation: If you delete a user in Fixly that is linked to QuickBooks, the system will attempt to automatically deactivate that customer in your QuickBooks records as well to keep your data clean.

6. Deletion Safeguards

To protect the integrity of your business records, Fixly prevents the deletion of users who have a transaction history:

  • Repair History Lock: If a user has any existing repair bookings, the Delete button will be hidden. This ensures you never lose the audit trail for a repair or an invoice.
  • Bulk Deletion: When performing bulk deletions, the system will automatically skip any users who have active or past repairs.