This guide covers how to manage user access in Cloneable, including adding new users, assigning roles, and understanding seat licenses. User management is handled by admins through the Cloneable web portal.
In This Guide
How User Access Works
Cloneable uses email-based authentication. There are no passwords to create or manage.
When a user logs in:
They enter their email address on the login screen
Cloneable sends a verification code to that email
They enter the code to access the platform
Users are scoped to an organization. When you add someone, they become part of your organization and can see the jobs, configurations, and data associated with it.
Tip: If a user's email domain matches your organization's Cloneable account, they may be able to join automatically when they visit the login page.
User Roles
Each user is assigned a role that determines what they can see and do in the platform.
Role | What They Can Do |
Admin | Full account management. Can add/remove users, manage configurations, create and archive jobs, trigger exports, and access all organizational settings. |
Project Manager | Job oversight and data review. Can create jobs, view field data, annotate photos, trigger exports, and manage job statuses. |
Field Technician | Data collection in Utility Scout. Can view assigned jobs, collect measurements, capture photos, and fill in field data on the mobile app. See the Utility Scout Field App Onboarding guide to get new field technicians set up. |
Note: A user can have multiple roles if needed. For example, a team lead who does both field collection and project management could have both roles assigned.
Adding a New User
Log in to the Cloneable web portal as an admin
Navigate to user management
Click Add User (or the equivalent option)
Enter the user's email address
Assign their role (Admin, Project Manager, or Field Technician)
Click Save or Confirm
The new user can now log in using their email. They'll receive a verification code at that address each time they sign in.
Important: Double-check the email address before saving. If there's a typo, the user won't be able to log in, and you'll need to correct or recreate their account.
Removing or Deactivating a User
If someone leaves the team or no longer needs access:
Navigate to user management in the web portal
Find the user in the list
Deactivate their account
Deactivated users can no longer log in, but their historical data (measurements, photos, field entries) remains in the system and is associated with their account. Deactivating a user also frees up their seat license.
Note: If you need to completely remove a user's account (rather than just deactivate it), contact the Cloneable support team.
Seat Licenses
Each active user in your organization occupies a seat license. Your organization has a set number of seats based on your plan.
When you add a new user, they occupy one seat
When you deactivate a user, their seat is freed up for someone else
If all seats are occupied, you'll need to deactivate an existing user or contact the Cloneable team to add more seats to your plan
Common Questions
Can I add multiple users at once?
For bulk onboarding of a new team, reach out to [email protected]. The team can coordinate adding multiple users and assigning roles in bulk.
A user says they can't log in.
Confirm that the email registered in Cloneable matches what they're entering on the login screen. Have them check their spam/junk folder for the verification code. If the issue persists, try removing and re-adding the user.
Can a user belong to multiple organizations?
Users are scoped to one organization. If someone needs access to a different organization, they would need a separate account with a different email, or the organization structure would need to be adjusted by the Cloneable team.
What iPhone does a field technician need?
Utility Scout requires an iPhone 14 Pro or newer for the full measurement experience. Older or base-model iPhones may have limited functionality.
Tips & Reminders
Only admins can add or remove users
Double-check email addresses before adding users
Deactivating a user preserves their data but frees their seat license
New field technicians should complete the Utility Scout Field App Onboarding steps (calibration, stick settings) before heading to the field for the first time
For access issues, have the user try the chat widget in the app for quick support
When onboarding new fielders, share the Utility Scout Field App Onboarding and Measurement Workflows articles