Managing Employees in nSpec

Employees are the people in your organization who use nSpec to perform inspections and manage projects. As an admin or supervisor, you’ll add employees, assign them to offices, mark some of them as supervisors, and manage their roles. This article walks through every step.

Accessing the Employees Screen

1. Sign in to nSpec at inspect-app.nspec.app
2. Open the sidebar (☰ menu)
3. Click Employees

Employees is a supervisor-only screen on NSPEC tenants

You need the View Employees permission and your account must be marked as both an employee and a supervisor. Procore tenants don’t have an Employees screen at all — Procore manages user access on its side.

The Employees List

The Employees screen shows everyone in your organization with an nSpec account. The table shows each person’s name, title, office, and active status.

Search and filter

• Search bar — Searches across first name, last name, title, and office
• Status filter — All / Active / Inactive — useful for hiding deactivated employees
• Office filter — Limit the list to a specific office (NSPEC tenants only)
• Sort options — Sort by Name, Position, or Office (each A-Z and Z-A)

Adding an Employee

1. On the Employees screen, click the + floating action button in the bottom-right
2. The Create Employee modal opens
3. Fill in the fields below
4. Click Save

Employee fields

Field	Required	Notes
Office	Yes	Pick the office this employee belongs to. NSPEC only — Procore tenants auto-populate this.
First Name	Yes	Up to 100 characters
Last Name	Yes	Up to 100 characters
Email	Yes	Up to 200 characters. Must be a valid email — this is the employee’s sign-in identifier.
Title / Position	No	Up to 200 characters (for example, “Senior Inspector”)
Phone	No	Office phone number
Extension	No	Up to 10 characters
Cell	No	Mobile phone number
Is Supervisor	No	Checkbox. Supervisors can be assigned to projects and inspections, and they can see the Employees screen themselves. NSPEC only.
Is SSO	No	Checkbox, defaults to checked. Controls whether this employee signs in via Microsoft SSO or with a regular nSpec password. Only visible if your tenant allows non-SSO accounts.
Additional Offices	No	Add other offices the employee can also work from. Only available after a primary office is selected.
Signature	No	Upload an image of the employee’s signature for use on reports. NSPEC only.

SSO vs Non-SSO Employees

nSpec supports two ways for an employee to sign in:

• SSO (Single Sign-On) — The employee signs in with their Microsoft work account. No nSpec password to remember. This is the default and recommended option.
• Non-SSO — The employee uses an email and a password specific to nSpec. Used when an employee doesn’t have a Microsoft account on your tenant’s domain.

The Is SSO checkbox in the Create Employee form controls which type of account is created. Once an employee is created, this is effectively locked — you can’t toggle an existing SSO employee to non-SSO or vice versa.

Non-SSO employees can change their own password

from the My Account screen. SSO employees manage their password through Microsoft.

Editing an Employee

1. On the Employees screen, click the row for the employee (or use the action menu → Edit)
2. The Edit Employee modal opens
3. Update any field that’s still editable
4. Click Save

In addition to the fields from the Create form, the Edit Employee modal has:

• Is Active — Uncheck to deactivate the employee. Deactivated employees can’t sign in, but their record is preserved.
• Send Invite — Re-send the invitation email (visible only for non-SSO employees)
• Set Password — Reset the employee’s password (non-SSO only)
• Edit Roles — Open the role assignment modal (requires the Employee Role Management permission)
• Delete — Permanently remove the employee (requires the Delete Employee permission)

Deactivating vs Deleting an Employee

When an employee leaves your organization or shouldn’t have access anymore, you have two options:

• Deactivate (recommended) — Uncheck the Is Active checkbox in the Edit Employee modal and save. The employee can no longer sign in, but their record is preserved so historical inspections and reports keep their author info intact. You can reactivate them later if needed.
• Delete — Use the Delete button in the Edit Employee modal. This permanently removes the employee record. Use this only when you’re sure you’ll never need their account again.

Always deactivate before deleting

Deletion is permanent and can affect historical data attribution. Deactivation gets you the same practical result (no more sign-in access) without the risk.

Assigning Roles

Roles control what an employee can see and do in nSpec. To assign roles to an employee:

1. Open the Edit Employee modal for the person
2. Click Edit Roles
3. The role assignment modal shows roles assigned to this employee on one side and available roles on the other
4. Move roles between the two lists
5. Save

See Roles and Permissions for how to create and manage roles themselves.

Inviting and Resending Invites

When you create an employee, they automatically receive an invitation email with a link to set up their account.

• SSO employees — Click the link to authorize their Microsoft account with nSpec
• Non-SSO employees — Click the link to set their initial password

If the employee never received the email or lost the link, open the Edit Employee modal and click Send Invite (or Set Password for non-SSO employees) to re-send.

Permissions Required

Action	Permission
View the Employees screen	View Employees + Supervisor role
Create or edit employees	Add/Edit Employees
Delete employees	Delete Employee
Manage employee roles	Employee Role Management

Troubleshooting

I don’t see Employees in the sidebar

Problem: The menu item is missing.

Solutions:

• You need both the View Employees permission and a supervisor designation. Ask your administrator to verify your role.
• Procore tenants don’t have an Employees screen — user management is handled in Procore.

The Office dropdown is empty

Problem: When creating an employee, the Office field has no options.

Solutions:

• You need to create at least one office first. See Managing Offices in nSpec.

An employee says they didn’t receive their invite email

Problem: The invitation didn’t arrive.

Solutions:

• Ask the employee to check their spam folder
• Open the Edit Employee modal and click Send Invite (or Set Password for non-SSO) to resend
• Verify the email address you entered matches the employee’s actual email
• For SSO accounts: confirm the email is on a domain registered with your Microsoft tenant

I don’t see the Is SSO checkbox

Problem: The Is SSO option is missing from the Create Employee form.

Solutions:

• Your tenant may not have non-SSO accounts enabled. The checkbox only appears if SSO mixed-mode is allowed.
• Procore tenants don’t see this option at all.

Related Articles

• Team Management in nSpec
• Managing Offices in nSpec
• Roles and Permissions
• Managing Collaborators