What Are Users in WorkPal
In WorkPal, users are the people who can access the system to manage work, view jobs and interact with customer information. WorkPal supports different user types so businesses can control permissions, protect data and make sure everyone only sees what they need for their role.
Desktop Users
Desktop users are internal staff who access WorkPal through the web platform to manage day-to-day business operations.
Who Desktop Users Usually Are
Office admins
Planners and schedulers
Managers
Support staff
What Desktop Users Can Do
Create and manage jobs
Schedule and assign work
Manage client and site records
Generate reports and forms
Control system settings depending on permissions
Mobile Users
Mobile users are staff members who access WorkPal using the mobile app while working in the field.
What Mobile Users Can Do
View assigned jobs on their device
Start, pause and complete jobs
Record job notes, photos and signatures
Complete forms and record timesheets
View job and asset information while on site
Mobile access is especially useful for field engineers who need to update work records in real time. Data synchronises when a stable internet connection is available.
Client Portal Users
Client portal users are external customers who access WorkPal through a dedicated customer portal.
What Client Portal Users Can Do
View job progress and updates
Check service or work history
Access information linked only to their company account
Client portal users cannot access internal tools such as scheduling, payroll, or system configuration settings. This keeps customer data separate while still giving visibility of work progress.
Subcontractor Portal Users
Subcontractor portal users are external engineers or companies who complete work on your behalf.
What Subcontractor Users Can Do
View jobs assigned to them
Update job status
Add notes, photos or completion information
Access is limited strictly to the work they have been assigned.
Adding Users
Adding Internal Desktop Users
Go to the Users or Settings area
Select Add User
Enter name, email and role information
Assign permissions and access levels
Save and send the invitation
New users will receive login details by email.
Adding Portal Users
Client and subcontractor portal users are created through their respective portal management areas and must be linked to the correct company record before access is granted.
Removing or Replacing Users
Removing Users
If a user leaves or no longer needs access:
Navigate to Users
Select the user account
Choose Remove User
This will deactivate their system access.
Replacing Users
Replacing a user allows work responsibilities and history to be transferred to a new staff member while keeping records intact.
Password Management
If a mobile user has been logged out and does not have their login details saved, a desktop user will need to reset their password for them. This is managed through the Users section in WorkPal.
To reset the password:
Go to the Users tab
Select the relevant user
Choose Edit User
Select Reset Password to send a new login link to the user’s registered email address
The mobile user can then use the email link to set a new password and regain access to their account.
Using WorkPal on Multiple Devices
WorkPal users can access the system from compatible devices using their assigned login details. However, it is recommended that users only remain logged in on one device to avoid operational and data risks.
Using multiple devices at the same time can create potential issues, including:
Job data or updates may not synchronise correctly between devices.
Users may accidentally overwrite information if changes are made in more than one session.
Session conflicts can occur, causing users to be logged out unexpectedly.
Work records or job updates may appear delayed depending on network connectivity.
Security risks may increase if devices are lost, shared or left logged in
For the best performance and reliability, users should follow internal company guidance on device usage and avoid switching between devices.
User Categories and Permissions
User categories is a new feature WorkPal released to help manage your users.
Commonly used User Categories
Admin users.
Scheduling team.
Electricians.
Plumbers.
Why User Management Matters
Good user management helps businesses:
Keep customer data secure.
Ensure staff can access the correct jobs and information.
Control external partner access.
Maintain organised workflows.
Properly structured users make it easier to scale operations while maintaining visibility and control.
Need More Help?
If you need assistance with users, devices, jobs or system access, our support team is here to help. Please see our details below.
📧 Email: support@workpal.com
📞 Phone (UK): 028 9507 8007
🌐 Knowledge base: WorkPal Support