This article will provide you with a comprehensive guide to adding employees/users to LMN, user permissions and more, all relating to your Staff in LMN.
In this article:
Before You Start
Before you add or edit users, make sure you are logged in as a user with Security Admin access. Only users with Security Admin permission can create new users or change user security permissions.
Before adding a user, confirm that you have an available seat for the correct User Type on your Subscription Settings page. Adding a user consumes an available seat that matches the selected User Type. For more information about adding or removing seats, see Your LMN Subscription.
If you see a message saying you need to buy more active users even though seats appear to be available, double-check the User Type dropdown. For example, if you are adding a field employee, make sure the user is being added as a Crew Member rather than as Office Staff / Crew Lead.
Removing or deactivating a user in Manage Users & Staff does not automatically remove the paid seat from your subscription. If you no longer need that seat and want to avoid future charges, remove the seat separately on the Subscription page.
If your account is on a Professional plan, annual Office Staff / Crew Lead seats are capped at 20. If the annual + button is greyed out after you reach that limit, you will need to add additional seats as monthly seats or contact Support / your CSM to review your options.
Within the Manage Users & Staff Settings screen, a new or existing user can be classified (via the ‘User Type’ dropdown) as one of two types of users. Each User Type consumes a different type of seat under your LMN subscription plan – check your Subscription Settings page if you need to check how many seats are available for each type.
From this section you can also add things like an Employee ID and set Payroll Warnings based on hours worked each day. These can be configured by clicking on a Staff member, then click Edit Staff Member and then click Time Tracking & Payroll to see Employee Payroll Settings such as entering an Employee ID.
🎥 Users & Permissions Video
Click the button bellow to watch a step by step LMN Academy Video to understand users and permissions
Office Staff / Crew Lead
There are two types of staff members who would be an appropriate fit for this user type:
Crew Leads | Office Staff |
Need to be able to log time/resource usage, track other crew members/leads, and submit timesheets for approval on behalf of their crews. | Such as administrators, estimators, and operations managers – who need access to LMN web-app functions like Estimating or Scheduling. |
You can control an office staff / crew lead user’s access to different parts of the LMN system using the ‘Permissions’ tab (see below section 'Permission Options for an Office Staff/Crew Lead User').
The Edit view will also have a Goals tab that can be opened to set Efficiency Goals and Revenue Goals for that individual. (This panel is exclusive to this user type, and will not show if the user is a Crew Member.)
Keep in mind that any user of this type will also be able to access the LMN Crew app. You may, however, control the level of access they have to job histories (either their own or the histories of other employees’ jobs).
For more details on Crew app access and field tracking behavior, see the LMN Crew App article and the LMN Crew App: Crew Leads ONLY article.
Permission Options for an 'Office Staff/Crew Lead' User
Most companies will need to add more than one employee/user to their LMN account. Estimators, office managers, bookkeepers/accountants, and sales people will need access to make their jobs more efficient. However, you'll likely want to protect/secure sensitive information (particularly budgeting information) from some users.
This guide will show you how to add a new user to LMN, and how to configure their access rights so that they can only use specific areas of the application.
⚠️ Only users with Security Admin permission can add new users or change user security permissions. If you do not see the option to manage user setup, confirm that your user has Security Admin access.
Once the user has been created, click the Permissions tab to setup access rights:
Security Admin |
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Settings Admin | With Full Access, user will be able to view and change different settings. |
Budgeting |
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Estimating |
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CRM |
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Price list |
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Forms Library |
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Taxes |
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Accounting |
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Timesheet Approval |
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Timesheet Approval |
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Scheduling |
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Add/Edit Jobs |
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Add & Manage Staff |
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Reports |
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⚠️ Only some users can add and edit new users. User Setup is ONLY available to users where the Security Admin permission is set to true. Note that users with Security Admin permission have access to all areas of the application and can control who else has access to the application - so be careful when assigning security admins.
Assigning Goals to an Office Staff/Crew Lead User
When you navigate to the Goals tab of an Edit User modal, you'll see two types of goals that can be set: a single Efficiency Goal, or multiple Revenue Goals (for different years):
Efficiency Goal | The Efficiency Goal is available for all Office Staff/Crew Lead type users, but it is intended for Crew Leads overseeing field work. This percentage shown represents Efficiency Score... |
Efficiency Score | The Efficiency Score — a percentage that indicates how much of the work they performed was billable (or productive) — that a Crew Lead will be expected to meet or exceed when they go about a day's work. |
When reviewing any timesheet that a Crew Lead has submitted for a crew they were leading, you can see their actual Efficiency Score for the day and contrast it against the Efficiency Goal of whichever Crew Lead is shown on the timesheet.
Crew Member
The Crew Member user type is suitable for those staff members who are in the field performing work, but are not responsible for tracking time/resources or working with crew timesheets.
You can use the ‘Crew App Permissions’ panel to:
Enable or disable a Crew Member’s ability to log into the Crew app.
Configure a Crew Member’s level of access to job history information (you may permit them to access the history for others’ jobs, only the ones they worked on, or none).
Add a Crew Member to your account so they can be clocked in by their Crew Lead or an Admin.
When a Crew Member logs into the Crew app, they will be able to view schedule and job information as read-only. This means that a Crew Member will not be able to perform tasks such as punching in/out, recording resource usage, tracking other crew members/leads, uploading photos, or editing/submitting timesheets.
🛑 Important: If you change an existing Office Staff / Crew Lead user to Crew Member, that user will lose LMN web/desktop access. After the change, they will only have Crew app access based on their Crew App Permissions.
You will notice that, as is the case for Office Staff/Crew Lead users, the Time Tracking & Payroll settings are available to tweak for Crew Members regardless of whether or not they have Crew App access. Regularly keeping these fields up-to-date for each user will help ensure that the work of all your frontline team members is captured accurately in your job costing and accounting:
Connect LMN Users to Greenius Employees
⚠️ This function will only be available to accounts that have a connected Greenius account. To learn more about adding Greenius to your LMN plan, head over to your Subscription Settings page.
Organizations with connected Greenius accounts can utilize the ‘Manage Users & Staff’ screen to connect each of your LMN users to an Active or Pending Employee within that linked account.
This connection will allow various members of your field crews to access Greenius functionality on the go, without having to leave the LMN Crew mobile app:
Linked users will be able to access training courses, view surveys, and access any documents that have been uploaded to Greenius and made viewable by employees.
If a linked user is also a Manager within Greenius, they can use the ‘Sign In - Crew Lead/Manager’ button to access additional functionality, such as administering surveys and assigning checklists.
If you manage employee linking from the Greenius side, refer to the companion article for connecting LMN employees to Greenius. Also confirm that the current UI labels in Greenius still match what you see in your account.
How to Perform the Connection
Open up any LMN user’s ‘Edit Staff Member’
In the left panel you’ll see a Set Up Training dropdown menu for Greenius. There is a good chance your user already exists within Greenius as a Pending employee – you can click Link Existing Greenius Employee to check and see if this is the case:
After the connection is successful, you will now see that LMN has pulled in details from the chosen Greenius employee and now displays these:
If the connected Greenius employee is still Pending, this LMN user won’t see a ‘My Training’ link within Crew until you have switched that Greenius employee to Active. This must be done within Greenius, using the ‘Setup Pending LMN’ function which can be found within the ‘Pending Employees’ page:
If your employee is also acting as a manager within the field, you will also want to double-check within Greenius that they are linked to a Training ID. This will ensure that they are able to properly access Greenius – and their own assigned training resources – within the Crew app. You can check this via the ‘Managers’ settings screen. Just click the pencil icon beside any manager to bring up their ‘Edit Manager’ view, and navigate to the Linked Training ID’s tab:
🎥 Connecting LMN Users to Greenius Employees Video
Click the button below to watch a step by step LMN Academy Video to sync Greenius to LMN and give ALL users access to their Greenius Courses on Crew app.
Create Staff Groups in LMN
Staff groups allow you to organize your employees into groups, to help you and your foremen find staff easier and faster. They can also be used for reporting purposes to pull reports on one list of staff.
Create a Staff Group
In LMN, Navigate to Settings
Select Staff Groups
Click +New in the top-right corner
Give your Staff Group a Name and click OK
Add/Remove Employees to Staff Group
There are 2 ways to add an employee to a Staff group:
Option 1:
Navigate to Settings > Staff page
Select the checkbox next to each Employee and then click the Staff Group button above your list of staff
You now have the ability to + Add to Staff Group or - Remove from Staff Group
If you toggle the Staff Groups drop-down at the top of the screen, you will now see your list of employees filtered down as per the Staff Group.
Option 2:
Click on Staff
Select the employee you wish to assign to a Staff Group
Click on the Group tab
Select the Staff Groups you wish to assign them to
Press Save or Save & Close when you are done
🎥 Staff Groups
Click the button below to view a video tutorial about Staff Groups
Designating a Default Manager in LMN
You may come across areas of LMN (particularly the Scheduling section of LMN) where you can choose Default Managers/ Managers in the dropdown option. To set a Default Manager, they need to be an existing Office Staff / Crew Lead user.
To add someone as an LMN Admin:
Navigate to Settings > Staff
Click on the employee's name
Change User type to Office Staff / Crew Lead.
⚠️ An inactive Office Staff / Crew Lead User will still appear on this list, if you wish to take them off of this list permanently, you can adjust them to an "Crew Member" user type and they will no longer show on the list of default managers.
Need more help? Contact our Support Team by email at lmn-support@granum.com, through Live Chat, or by phone at (888) 347-9864
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