Add helpers to your team
Accounts for the people who only do the work, at half a seat each. They see their own visits and report on them.
A helper is someone who goes out on your jobs but doesn’t run the business: they don’t talk to customers about money, send quotes or take payments. A helper gets their own sign-in, sees only the visits you give them, and tells you when they’re done. A helper takes half a seat.
Size note. Two helpers take the room of one person. Solo is for one person, so adding a helper needs Small or larger. Helpers have no limit of their own: they share your size's room with everyone else.
Requires owner or admin access. Only owners and admins can add, change or remove helpers, from Settings → Users.
What a helper can and can’t do
A helper signs in to the same Lyteworkgo you use, on their phone, and gets a simple screen of their own called My visits. For each visit you give them, they can:
- see the day, the time and the arrival window, the client’s name and the address, with Get directions;
- read what to do: the job’s description, and the items on it by name and quantity;
- tick off the job’s checklist;
- add notes and photos for you;
- mark their visit done, which tells you they’ve finished (see When a helper reports a visit done).
A helper can’t:
- see prices, costs, quotes, invoices or payments;
- see your client list, or a customer’s phone number or email;
- see other people’s notes on a job, or anyone else’s visits (they see the names of others on the same job, and nothing more);
- open the rest of the app: jobs, requests, reports, settings and users are not on their screen;
- complete a job. They report their own visit done, and you or someone in the office completes the job.
A helper isn’t sent notifications about new or changed visits. They see them the next time they open My visits, which shows today and the next 14 days. What their screen looks like: Using Lyteworkgo as a helper.
Inviting a helper
- Go to Settings → Users and choose Invite user.
- Enter their email and name, and pick Helper as the role.
- Send the invite.
While you’re setting up Lyteworkgo, the setup wizard’s Invite your team step offers Helper too, so your helpers can be invited with the rest of your team.
They get an email with a link to set a password. Once the password is set they’re in: there’s no phone number to verify and no code to text. From then on they sign in with their email and password. The first time they sign in on a new phone, we email them a code to confirm it’s them.
Lyteworkgo never texts a helper: not the invitation, not a sign-in code, not a security alert. Everything goes by email. A phone number you save on a helper is contact information only.
Your Users page counts helpers as half a seat in its room line, and a pending invitation counts from the moment it’s sent. When half a seat is free, there’s room for a helper but not for another person: an admin who can’t add room finds the invite already on Helper, and an owner or authorized manager who invites a person is offered the rest of the room (When your size is full).
Helper stands alone: it can’t be combined with another role. Someone who is also Office staff, Field tech or Billing is a seat.
Giving a helper work
A helper can be booked for work, so they’re in the Assigned To list on a job and in Add to crew on a job’s Crew card. Put them on a job on their own, or alongside you or a teammate.
Only jobs go to helpers. Requests, quotes and invoices can’t be assigned to a helper, because they couldn’t open them.
When you’re the only person on your account besides helpers, a new job is normally assigned to you without asking. Once you have an active helper, Create New Job shows the Assigned To choice again, with you picked, so you can give the job to a helper instead. The job’s own schedule dialog and recurring plans offer the choice too. The calendar’s quick edit doesn’t: open the job to give it to a helper.
Changing someone to or from Helper
Change a person’s role from Edit user, as for anyone else.
- Making someone a helper frees half a seat.
- They can’t hold open requests or quotes. If they’re assigned any that aren’t finished (drafts included), Lyteworkgo tells you how many — for example “Reassign their 2 open requests and 1 open quote before making them a Helper.” Reassign each one from the request or quote, or requests in bulk from When someone leaves, then try again.
- Making a helper a seat (Office staff, Field tech, Billing or Admin) needs half a seat more room. If there isn’t any, owners and authorized managers are offered the room step, and everyone else is told who can add room (When your size is full).
Deactivating and removing a helper
Deactivate or remove a helper from their card on Settings → Users, as for anyone. Either one frees their half seat and cuts off their access. You can switch a deactivated helper back on when there’s room.
Lyteworkgo never deactivates anyone because of your size. Moving to a smaller size needs your team to fit it first (see Changing your plan).