Managing Users
Add, deactivate, and manage your team. Every person who works in your shop is a user in FabWise.
Why it matters
Your user list drives everything — schedules, shifts, pay, and permissions. When someone joins the team, they need to be in the system before their first shift. When someone leaves, their data needs to be handled properly. FabWise makes both simple.
How it works
Surfaces
A user can have any combination of three surface toggles. They're independent of role — an admin can also clock in at the kiosk, and a shop worker can have their own Workstation.
| Toggle | What it unlocks | Requires |
|---|---|---|
| Kiosk access | Clock in/out at the shared shop-floor kiosk | A 4-digit PIN |
| Workstation access | Personal Workstation portal — schedule, jobs, tasks, performance | Professional plan + a passkey on the worker's device |
| iOS access | Sign in to the Supervisor iPhone app | (typically supervisors; admins can grant it explicitly) |
Toggle these on the user's edit page. See [Understanding app access toggles](understanding-app-access-toggles.md) for the model in detail.
Roles
When you add or edit a person, you assign one of four roles:
| Role | What they can do |
|---|---|
| User | Kiosk and workstation only — start/end shifts, take breaks, track tasks. Never enters the admin panel. |
| Supervisor | Shop-floor authority — confirm shifts, manual start/end, and view-only context (users, customers, jobs). |
| Manager | Day-to-day operations — everything Supervisor can do, plus managing customers, jobs, and estimates. No HR or system configuration. |
| Admin | Full access. Nothing restricted — settings, users, scheduling, reports, billing. |
Roles are cumulative: each one includes everything the role below it can do.
(There is also a read-only Demo role used by demonstration accounts to browse simulated data — it isn't assignable from your team list.)
Where to find it
- Path: Admin > Users
- Who can access: Account admins
What you'll see
User list
A table of all active users showing name, role, type, department, and status. Deactivated users are hidden by default — toggle Show Deactivated to see them.
Adding a user
Click Add User and fill in:
- Name — first and last
- Email — required for all users (used for login and notifications)
- Role — User, Supervisor, Manager, or Admin
- Type — hourly or salaried
- Department — which team they're on
- PIN — for kiosk access (hourly workers)
- Labor rate — hourly pay rate (used for pay calculations)
The user can start shifts immediately after creation.
User detail
Click any user to see their profile, shift history, and performance data.
What to do
When someone joins the team
- Go to Admin > Users > Add User
- Fill in their details — at minimum: name, email, role, type
- For hourly workers: set a PIN and assign a department
- They can start their shift at the kiosk immediately
When someone leaves the team
Deactivate first, delete later. This is a two-step process for safety:
- Go to Admin > Users > click the user > Deactivate
- FabWise shows a confirmation screen with the impact:
- Future scheduled shifts will be cancelled
- Active sessions will be cleared
- PTO assignments will be deactivated
- Confirm deactivation
The user is immediately hidden from active lists and can't start shifts. Their historical data (past shifts, tasks, pay records) is preserved.
If it was a mistake: Click Show Deactivated > find the user > Reactivate. Everything is restored.
Permanent deletion: After deactivation, you can delete the user. This sets a 30-day retention window — the user is soft-deleted and their data is preserved for support recovery. After 30 days, a nightly cleanup job permanently removes all their data.
Changing someone's department
Go to their user profile and update the department. This affects which schedule they're assigned to — future shifts will generate from the new department's schedule.
Setting up kiosk access
Every hourly worker needs a PIN for the kiosk. Set it when creating the user or update it on their profile. PINs are 4 digits. The worker enters their PIN at the kiosk to identify themselves before starting a shift.
Common questions
Q: Can I have multiple admins?
A: Yes. Any number of users can have the admin role. All admins have the same permissions. (You can't remove the last admin — FabWise blocks changing the only admin's role.)
Q: What happens to a deactivated user's past shifts?
A: They're preserved. Past shifts, pay records, and tasks remain in the system for reporting and audit purposes. The user just can't create new shifts.
Q: Can a deactivated user still log in?
A: No. Their kiosk PIN is rejected and their workstation passkey won't work. Admin sessions are cleared immediately.
Q: How do I change someone's pay rate?
A: Go to their user profile and update the labor rate. The new rate applies to future shifts. Past shifts keep the rate that was in effect when they were processed.
Q: Can I import users from a spreadsheet?
A: Not yet. Users are added individually through the admin panel.
Related
- [Shift Approval](shift-approval.md)
- [Settings Overview](settings-overview.md)
Last updated: 2026-05-25