Team Management in NSPEC

Team management in nSpec is the umbrella for everything related to the people on your inspection team — adding new staff, organizing them by office, marking supervisors, assigning roles, and removing access when someone leaves. This article ties together the four main pieces (Employees, Offices, Roles, Collaborators) and shows you how they fit into the day-to-day life of running a team.

The Pieces of Team Management

Concept	What it is	Where to manage it
Employees	Internal staff who use nSpec — inspectors, supervisors, admins. Each employee has a sign-in account.	Sidebar → Employees
Offices	Physical locations of your organization. Each employee belongs to a primary office.	Sidebar → Offices
Roles	Named bundles of permissions assigned to employees. Roles control what each person can see and do.	Sidebar → Admin → Roles tab
Collaborators	External users (clients, contractors) with limited, scoped access. Not counted as employees.	Sidebar → Collaborators
Supervisor flag	A checkbox on each employee that lets them be assigned to projects/inspections as a supervisor and gives them access to the Employees screen.	Edit Employee modal

Adding a New Team Member

When someone joins your organization, here’s the typical onboarding flow:

Step 1: Prepare the prerequisites

1. Make sure the person’s office exists in the Offices screen. If not, create it first. See Managing Offices in nSpec.
2. Make sure the role they need exists in the Admin → Roles tab. If you’re using only built-in roles, you can skip this. See Roles and Permissions.

Step 2: Create the employee

1. Open the sidebar and click Employees
2. Click the + button to open the Create Employee modal
3. Fill in name, email, office, and any optional details
4. If they’ll lead projects or inspections, check Is Supervisor
5. Decide between SSO and non-SSO based on whether they have a Microsoft account on your tenant’s domain
6. Click Save

See Managing Employees in nSpec for the full list of fields and what each one does.

Step 3: They get an invite email

nSpec automatically sends an invitation to the email address you entered. The new employee clicks the link to either:

• SSO accounts — Authorize their Microsoft account with nSpec
• Non-SSO accounts — Set their initial password

If the email never arrives, open the Edit Employee modal and click Send Invite (or Set Password for non-SSO).

Step 4: Assign roles

1. Open the Edit Employee modal for the new person
2. Click Edit Roles
3. Move the appropriate roles from the Available list to the Assigned list
4. Save

The roles take effect on their next sign-in. If they’re already signed in, ask them to refresh or sign out and back in.

Marking a Supervisor

Supervisors are employees who can lead projects and inspections, and who also have access to the Employees screen themselves.

1. Open the Edit Employee modal
2. Check the Is Supervisor checkbox
3. Click Save

Supervisors will appear in the Supervisor dropdown when creating projects and inspections.

Moving Someone to a Different Office

1. Open the Edit Employee modal
2. Change the Office dropdown to the new office
3. Optionally add the old office to Additional Offices if they still work from both
4. Save

Removing Someone from the Team

When someone leaves the organization, you have two options:

Option 1 (recommended): Deactivate

1. Open the Edit Employee modal
2. Uncheck Is Active
3. 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 they come back.

Option 2: Delete

1. Open the Edit Employee modal
2. Click Delete at the bottom
3. Confirm in the dialog

This permanently removes the employee record. Use this only when you’re confident you’ll never need their account again — and only after deactivating first to confirm nothing breaks.

Adding External Team Members

Subcontractors, client representatives, and other external stakeholders shouldn’t be added as employees. Instead, add them as Collaborators:

1. Open the sidebar and click Collaborators
2. Click + to add a new collaborator
3. Fill in their contact info and select which clients/projects they need access to
4. Click Save — nSpec sends them a confirmation email

See Managing Collaborators for the full collaborator workflow.

Best Practices

• Set up offices and roles first. Before onboarding employees in bulk, make sure your offices and roles structure is in place. It’s much easier than reassigning everyone later.
• Use SSO when possible. SSO employees don’t need to remember a separate password and you don’t need to reset passwords for them.
• Review roles quarterly. Run through your employee list once a quarter to confirm roles still match each person’s responsibilities.
• Deactivate, don’t delete. Unless you have a specific reason to delete an employee record, deactivation is safer.
• Use Collaborators for external people. Don’t burn an employee seat on a contractor who only needs to read a few reports.

Related Articles

• Managing Employees in nSpec
• Managing Offices in nSpec
• Roles and Permissions
• Managing Collaborators
• Managing Clients in nSpec