Admin & Help

Roles — what each role can do

Every person on your team has a role. The role controls what they can see and do. Pick the right role when you invite someone — you can always change it later.

Role	View the dashboard	Add notes / photos	Add or edit work	Approve work	Archive cars	Invite users	Set up steps / labels
View Only	✓	—	—	—	—	—	—
Vendor	✓	✓ (their cars only)	—	—	—	—	—
User	✓	✓	✓	—	—	—	—
Tech	✓	✓	✓	—	—	—	—
Parts	✓	✓	✓	—	—	—	—
Manager	✓	✓	✓	✓	✓	—	—
Rooftop Admin	✓	✓	✓	✓	✓	✓	✓
Platform Admin	✓	✓	✓	✓	✓	✓	✓

View Only is view-only. Use it for anyone who needs to watch without touching anything.

Vendor sees only the cars assigned to them. They can add notes and photos on those cars.

Tech marks jobs done and runs inspections. Parts sees and updates parts-related items.

Rooftop Admin sets up steps, labels, and users for one rooftop. Platform Admin works across all rooftops.

Inviting a team member

Two ways:

Add directly — Type their email, name, role. Set their initial password. They get an email with their login.
Send an invite link — Type their email, pick the role. They get an email with a link to set their own password.

Either works. Use what’s faster.

Changing someone’s role

Open Admin → Team. Tap the person’s name. Pick their new role. Tap Save. The change takes effect immediately — no sign-out needed.

Change a role any time someone’s job changes. A tech promoted to Manager gets approve access the moment you save.

Deactivating someone

When someone leaves, deactivate them right away. Open Admin → Team. Tap their name. Tap Deactivate. Confirm.

They can no longer sign in. Their history — notes, work items, moves — stays in the system.

Multi-rooftop access

If you manage more than one store, each store is a separate rooftop. Ask your Platform Admin to add the other rooftop to your account. Once they do, a rooftop picker appears at the top of the app. Tap it to switch stores.

Each rooftop has its own board, steps, team, and settings. Nothing carries over automatically.

If you don’t see the rooftop picker, you only have access to one rooftop. Email [email protected] to request access.

Note: if a user is set to access only specific rooftops (not all), they won’t see the group dashboard or group reports — those need group-wide access. Adjust in Admin → Users → Rooftop access.

Rooftop settings

In Admin → Rooftop, set:

Labor rate — your dealership’s hourly labor rate. Used to calculate labor cost on work items.
Goal times — target time per step. Cars over goal show as overdue.

Light vs Dark mode is a personal preference now — set it in your profile, not in rooftop settings.

Mention groups and the advisor group

EasyRecon has three built-in mention groups: @service, @parts, and @detail. Type one in a note and everyone in that group gets notified.

The advisor group is separate. Members get the Morning Briefing — a daily SMS with overnight activity, overdue cars, and what to tackle first.

Your Manager sets up group membership in Admin → Team → Groups. You can also create custom mention groups — they work the same as the built-in ones.

Beyond mentioning groups in a note, there’s also an in-app group chat — like an internal Slack just for your dealership. Use it for dealership-wide announcements, shift handoffs, anything that isn’t tied to a specific car.

Find it in the top nav.

Common questions (FAQ)

I forgot my password. What now? Tap Forgot Password on the sign-in screen. Enter your email. Check your inbox for a reset link. If you don’t see it in a minute, check spam.

Why can’t I see a vehicle? Either it’s archived, or you don’t have access to that rooftop. Check the Archived filter on the dashboard. If it’s not there, ask your Manager to confirm which rooftop the car is on.

Why can’t I approve work? Approving work items requires Manager role or higher. If you need to approve work and can’t, ask your Manager to do it or to upgrade your role.

Where do my photos go? Photos stay with the car. Even after you archive the vehicle, the photos are still there. Open the archived car and tap the Photos tab.

Why isn’t my vendor getting texts? Two things to check: (1) the vendor is invited with the Vendor role, and (2) a mobile number is saved on their profile. Both must be true for vendor SMS to work.

Why isn’t my Morning Briefing arriving? Three things must all be true: SMS is enabled for your rooftop, you are in the advisor group, and your mobile number is saved on your profile. If any one of these is missing, the briefing won’t arrive. Ask your Rooftop Admin to check all three.

How do I change my notification settings? Go to Profile → Notifications. You can turn SMS on or off and pick which step events you want to hear about.

Why does the dashboard show different numbers than my old whiteboard? Active Days only counts the working portion of recon — from Ready For Service through Photos — by default. It does not count intake steps like Incoming or terminal steps like Frontline. Your whiteboard probably counted all days from lot arrival. The numbers are measuring different things.

When something’s broken

Problem	Try this
Login isn’t working	Reset password from the sign-in page. If that doesn’t work, email [email protected].
A car is missing from the dashboard	Filter the dashboard by archived. Or search by stock/VIN. Cars don’t get deleted — they get archived.
AI isn’t responding	Email [email protected] — AI features may need to be enabled for your dealership.
A photo won’t upload	Check your signal. Try again from desktop or wifi.
Inventory feed isn’t pulling cars	Email [email protected] — we’ll check the feed status on our side.
I’m not getting notifications	Check your notification settings in your profile. Subscribe to the steps relevant to your job.
A work item won’t approve	Make sure it has pricing set. Manager role required to approve.

Contact us

Email [email protected]. Include your rooftop name. If your question is about a specific car, include the stock number or VIN. If something looks wrong on screen, attach a screenshot — it helps us find the problem faster.