Adding or Updating a User / Account Info
To add or delete a user, navigate to Settings and select the Account tab. Under Your Users you’ll see the existing list of users on the account; click a user to edit their name, role or other settings.
The Account tab also includes your Account Info and a Billing & Subscription button that opens the billing portal, where you can view your current plan, invoices and payment method and update your payment details should you need to in the future. The Product Walkthrough section lets you replay the guided setup tour.
To delete a user, click the user to open them, then click Delete User and confirm. As soon as you confirm, the user will no longer be able to log into HWIT, their schedules and pending reports are reassigned to the primary user, and their account in the reporting application is also removed. Please note that the user list may not immediately reflect the user as deleted, as it takes a minute for all of the deletion processes to complete. The primary user and your own account cannot be deleted.
To add a user, click Add User below the user list.
Enter the information requested. It is very important to make sure that the email address is entered correctly as that is used for login purposes — the new user is emailed a link to set their own password.
You need to select a Role that gives the user various permissions. The roles are defined as follows:
Admin: is the user that can do anything on the account (set up integrations, add users, change billing information, etc.). It is recommended that only the primary user be made an Admin.
Full Access: gives the user the ability to enter or update any information in the system. This user does not have access to the Settings screen and cannot make updates that affect the entire system — but is able to make any updates to properties, schedules, billing entries, etc.
View Only: can see everything — every customer (including key, gate, lockbox and alarm codes, and contacts), every report, task and action for every user — but cannot change customer, schedule or report details. Choose View Only for a technician you want to be able to look up any customer, or for office staff who only need to look things up.
Auditor Only: a field-technician role that sees only their own work. They use the HWIT mobile app only (they cannot sign in to the web app), they see only the reports, tasks and actions assigned to them, and they see a property’s details — including the access and alarm codes they need on site — only through the report or task they are working on. There is no property list, schedule or Communications screen. If you are using MonitorQA or SafetyCulture, an Auditor Only user cannot log into HWIT at all: they only log into the reporting application to perform their reports, and see none of your customer data in HWIT.
View Only vs Auditor Only at a glance
Section titled “View Only vs Auditor Only at a glance”The biggest difference is what they can see: View Only sees all of your customers and everyone’s work, Auditor Only sees only the work assigned to them. Neither can create new work — reports and tasks are created (and assigned) by an Admin or Full Access user.
| View Only | Auditor Only | |
|---|---|---|
| Signs in to | Web app and mobile app | Mobile app only (HWIT Reporting companies). With MonitorQA or SafetyCulture: the reporting app only |
| Customers / properties | All customers, full details, read-only | Only the property of the report or task they are working on, read-only. No property list |
| Reports and tasks they see | All, for every user (the mobile app has an Assigned to Me / All Assignments filter) | Only those assigned to them |
| Actions they see | All actions | Only those assigned to them (an action they add is assigned to them) |
| Create a new report or task | No | No |
| Create a task from an action | No | No |
| Perform (take) a report | Yes, in the mobile app | Yes, in the mobile app |
| Mark a task complete | Mobile app only | Yes (mobile app) |
| Send or Resend a completed report (Edit Report → Send) | Mobile app only — the web app does not offer Send to View Only | Yes (mobile app) |
| Change or delete a report or task’s details | No | No |
| Add, edit and close actions | Mobile app only (HWIT Reporting companies) | Yes, mobile app (HWIT Reporting companies) |
| Schedules | Can view, not change | No access |
| Home Assets | View and scan only | Add and edit assets, photos and service history |
| Communications | Can read in the web app (if your company uses it). Not in the mobile app | No access |
| Billing Items | Only with Can enter billing items switched on | Only with Can enter billing items switched on |
| Invoicing, Settings, Users | No | No |
Common questions
- Can a View Only or Auditor Only user create a report, perform it and send it? They cannot create one — a report or task must first be created or scheduled and assigned by an Admin or Full Access user. Once it is on their list they can perform it in the mobile app, and when it is complete they can open it (Edit Report) and tap Send.
- Can they see customers, reports or actions that aren’t assigned to them? View Only: yes, all of them. Auditor Only: no — only their own reports, tasks and actions, and the property of the report or task they are working on.
- Something needs doing at a property three months from now (for example, changing a furnace filter). Is that an Action or a Task? A Task — see Action or Task? An Admin or Full Access user creates it; View Only and Auditor Only users cannot.
In addition to the Role, you can also turn on/off the ability for the user to enter Billing Items (Can enter billing items). By default that is ON for all users (even View Only, so that they can record hours). A user without it does not see the Billing Items menu entry.
The next switch, Block from seeing rates, controls whether the user can see rate or pricing information. By default all users can see rates, but if you want to hide that from a particular user turn this switch ON. The user will not see any pricing or rate information and will not have access to the Invoicing screen. An Admin can always see rates.
Once you enter the information click Add User. The system asks you to confirm that you agree to increase your subscription for the new user. Once confirmed the system generates the new user and they receive (within 30 seconds) emails to log into HWIT and, if applicable, the reporting application. (Note: Currently SafetyCulture users may have up to 24 hours before receiving the email to log into the SafetyCulture application. They will still receive the HWIT email immediately.)
The Add User form does not include route addresses. Once the user exists, open them again to set their Route starting address and Route ending address, which Route Planning uses as the start and end of that user’s day.
You can update a user to easily change their user name, role, ability to enter billing items, rate visibility and route addresses. Just make the changes and click Save.
Updating the user’s email is a little bit bigger process, so use it with caution. In order to change the user’s sign-in address you first need to unlock the email field by clicking the padlock icon. Once unlocked you can then change the email address and click Save to request the change. It can take a few seconds to update all of the security records to reflect the change (as they are all tied to the user’s email address); until then the user signs in with the old address. Once completed, the user will be able to log in with the updated address.