Subscription Tier: Pro only
There are two main roles in the system:
- Admin — Full access to all features, all events, all pricing, all settings. This is the business owner or manager.
- Employee — Restricted access. By default, employees only see events they are assigned to, can clock in/out, and cannot see pricing or customer contact details.
Employees can also be granted specific permission upgrades (see Permissions below).
Navigate to Settings > Users (or Employees in the sidebar) to manage user accounts.
- Click Add User.
- Fill in:
- Display Name — shown in the app and on assignments
- Username — unique login name
- Email — used for pay stubs, password resets, and schedule notifications (optional but recommended)
- Password — initial password (employee can change it via password reset)
- Role — Admin or Employee
- Hourly Wage — used for payroll calculations (default $0)
- Address / City / State / ZIP — optional, used for location/autocomplete bias
- Click Save.
Click the edit icon to modify any field. Changes take effect immediately on the employee's next login. For permission changes, the employee may need to log out and back in for changes to fully take effect.
Admins can set a new password for any employee directly from the user management screen. This doesn't require the employee's old password.
Toggle the Active status to deactivate an account. Deactivated employees cannot log in, but their time entries, assignments, and history are preserved. Reactivate to restore access.
Permanently deletes the user account, along with all of their time entries and assignments. Consider deactivating instead of deleting to preserve history.
Employees have access to extra capabilities when the following permissions are granted. Admins can set these on each employee's profile:
| Permission |
What It Allows |
| Can View Unassigned Events |
Employee can see all events on the calendar, not just assigned ones |
| Can Manage Inventory |
Employee can add, edit, and delete inventory items |
| Can Manage Quotes |
Employee can create, edit, and delete quotes |
| Can Send Emails |
Employee can send emails (quotes, invoices, contracts) — requires Pro |
| Can Edit Punches |
Employee can edit time clock entries |
Admins have all permissions automatically.
Employees are assigned to events so they know which jobs they're working.
- Open an event on the calendar.
- Scroll to the Assignments section.
- Click Add Assignment.
- Select the employee from the dropdown.
- Optionally add Notes about this employee's role on the event.
- Click Save.
Employees are also assignable to Google Calendar events that aren't tracked locally — the system handles these separately but the assignment process is the same.
Requires: Pro plan
After assigning or updating an employee's schedule, you can send them a Schedule Change Notification email:
- From the employee's assignment record, click Email Notification.
- The employee receives an email summarizing their upcoming assignments.
When an employee logs in, they see the Employee Dashboard (/employee), which shows:
- Events they are assigned to (calendar view)
- Their own time clock (clock in/out)
- Their own time entries and hours summary
- Any notes from admins about their assignments
Employees do not see:
- Pricing or financial information
- Other employees' schedules or time entries
- Customer contact details (phone, email, address)
- Events they aren't assigned to (unless granted the permission)
Event titles shown to employees have dollar amounts stripped out (e.g., "Smith Wedding - $5,200" becomes "Smith Wedding").
- Password minimum: Passwords must be at least 4 characters. Encourage employees to use something secure.
- Permissions take effect at next login: When you change an employee's permissions, the new settings take effect on their next action, but a full logout and login ensures everything is refreshed.
- Admin is always all-permissions: Even if an admin's individual permission flags are turned off, the system always treats admins as having all permissions. The permission flags are only relevant for non-admin roles.
- Employees see title-stripped events: Dollar amounts and pricing hints are removed from event titles when showing them to employees. If your event titles contain money amounts, employees will see a cleaned-up version.
- Email is optional but recommended: Without an email address, employees can't use password reset, receive pay stubs, or receive schedule notifications. Set email addresses for all employees where possible.
- Can Send Emails requires Pro: Even if you grant an employee the "Can Send Emails" permission, they still can't send emails on a Starter plan. The plan restriction applies regardless of the permission setting.
- Deactivating vs. deleting: Deactivated employees retain all their time entries and assignment history. Deleted employees lose all associated data. Prefer deactivation for employees who leave.
Employee assignments let you tell your team which events they're working. Each event can have multiple employees assigned, and each employee can be assigned to multiple events. Employees see their assignments on their personal dashboard calendar.
- Open an event on the calendar.
- Scroll to the Assignments section.
- Click Add Assignment.
- Select the Employee from the dropdown (shows all active employees).
- Optionally add Notes — role-specific instructions for this employee (e.g., "Lead crew, arrive at 8am for setup").
- Click Add.
Employees are notified of their assignment the next time they log in. If you want to notify them via email, use the Schedule Change Notification email (Pro plan).
Admins can also manage assignments from a dedicated schedule management view:
- Navigate to Employees and select an employee.
- The employee's profile shows their upcoming assignments.
- Add or remove assignments directly from there.
Events that exist in Google Calendar but aren't tracked locally in Apex Rental Pro can also have employees assigned:
- On the calendar, click a Google Calendar event (shown in the external event style).
- Click Assign Employee in the popup.
- Select the employee and add optional notes.
- Click Save.
These assignments are stored in the Google event metadata table and behave exactly like local event assignments.
When employees log in, they see the Employee Dashboard — a calendar showing every event they've been assigned to.
For each assigned event, employees can see:
- Event title (with dollar amounts and pricing stripped)
- Date(s) and time(s)
- Assignment notes (from the admin)
- Their own work hours for the day
Employees cannot see:
- Events they're not assigned to (unless they have the "Can View Unassigned Events" permission)
- Pricing or financial details
- Customer contact information (phone, email, address)
- Other employees' assignments
From the Employee Dashboard, employees can tap into a daily detail view that shows:
- All their events for a specific date
- Assignment notes for each event
- Any inventory notes relevant to their events
- Their time clock status for the day
Requires: Pro plan
After adding, changing, or removing an employee's assignments:
- Go to the employee's assignment list.
- Click Send Schedule Notification.
- The employee receives an email listing their upcoming assignments.
This email is triggered manually — the system doesn't auto-send notifications on every assignment change.
- Open the event or the employee's profile.
- Find the assignment in the assignments list.
- Click the remove icon (trash/X).
- The assignment is deleted immediately.
- Multiple assignments for one event: You can assign multiple employees to a single event. There's no maximum limit. Each employee sees the event on their own dashboard.
- Assignment notes are per-employee: The notes you add when assigning an employee are specific to that assignment, not to the event overall. You can give different instructions to different employees on the same event.
- Employees see stripped titles: Event titles shown to employees have dollar amounts and pricing hints removed. For example, "Smith Wedding - $5,000" becomes "Smith Wedding." This is intentional to protect financial information.
- Employees with "Can View Unassigned Events" see everything: If you grant this permission, the employee can see all events on the calendar — not just their assignments. Use this sparingly.
- Notification emails are manual: Assignment changes don't automatically trigger notification emails. You must explicitly click "Send Schedule Notification" to email an employee about changes. Without email delivery configured and the Pro plan, this button won't work.
- Google Calendar assignment metadata: Assignments to Google Calendar events (not tracked locally) are stored differently than local event assignments. If you delete the connection to Google Calendar, this metadata remains in the system. The assignments still show on the employee's dashboard as long as the Google event is visible in the calendar view.