Where: web portal, Settings, then Organization. Needs: the Org Admin or Workforce Manager role.
When you finish: your people are invited, sorted into teams, and you know how to spot who still needs attention before a job starts.
Work through it in order: set up teams and roles once, invite people, then check who still needs attention before a job.
Getting there
Click your own name at the bottom left of the sidebar.
Choose Organization. Your people, your teams and your location policy all live on this one page.
Use the row of links across the top to move between settings sections.
Organization not in your menu? It appears for Org Admins and Workforce Managers only. And if you can open the page but see no invite, edit or deactivate buttons, that is deliberate: someone gave you visibility of the workforce without the power to change it.
Set up once, before you invite
Do these first. You can put people on a team as you invite them only if the team already exists, and someone still pending can only be added to a team after they accept.
Create your teams
Teams group your people the way groups organize your jobs. On the Teams tab, choose Create team, then give it a name and a short description.
What a team changes for a Basic User. A Basic User on a team sees that team's poles and spans, and only those. Anything they collected before joining, or under a different team, disappears from their view. Nothing is deleted; take them off the team and it comes back. Analysts, Workforce Managers and Org Admins see everything regardless of team.
Choose roles
Every invite needs one. Analyst / Fielder is marked as recommended and is the right answer for most people, including every fielder who only ever uses the phone app.
You do not have to leave the invite window to choose. What each role can do is listed down the right-hand side of it, next to the drop-downs, so you can read the descriptions while you pick.
The role list only ever offers roles you are allowed to give out, so what you see is what you can grant. Workforce Managers see five roles, not six: only an Org Admin can make someone an Org Admin.
One person can hold more than one role, and the roles add up rather than replacing each other. If somebody can, or cannot, do something you did not expect, check all of the roles they hold, not just the one you gave them at invite time.
For what each role actually unlocks, see Roles, and what each one can do.
Whether fielders appear on the map
This lives on the same page and applies to your whole organization at once. Only Org Admins see the Features card. Workforce Managers see the Field location card with its settings greyed out.
Setting | What it does | Note |
Field location tracking, in the Features card | The master switch. Off hides every fielder from the map, admins included, and stops the app from reporting locations. On brings it back. |
|
Background location (during work hours) | Keeps positions updating while the app is not in front of someone, within the hours you set. | If Field location tracking is off, this card shows a notice sending you to Features. Background location only does anything while tracking is on. Hours use each device's local time. |
The Field location card holds Background location and Work hours. The Features card also lists any optional features Cloneable has turned on for your organization, such as Mileage tracking, each with its own switch.
For what this changes on the map, see Your organization map.
Invite people
Invite one person
Start here even if you have a long list to get through. It is the same window either way; Invite many at once, below, covers filling it from a spreadsheet.
Choose Invite users.
Type their email address into the row that is already waiting for you.
Pick a role. Most people should get Analyst / Fielder.
Optionally pick a team.
Choose Send 1 invite.
That is the whole job for one person. They appear in the roster straight away as Pending, and stay that way until they accept.
Invite many at once
Way in | What to do | Best for |
Add email | Adds one more empty row | Two or three people |
Paste a list | Copy a column of addresses, or cells straight out of Excel or Google Sheets, and paste into any email box. The table fills itself. | A list you already have |
Upload CSV | Pick a saved .csv or .txt file | A spreadsheet export |
Create your teams first if you want the list to drop people straight into one. A team named in your file only matches a team that already exists.
What your file needs
Column | Needed? | If you leave it out |
Yes | The row is skipped, and the count under the table says so | |
Role | No | Falls back to Analyst / Fielder |
Team | No | No team |
The labels across the top are optional and can be in any order. Without them, the columns are read as Email, then Role, then Team. A role has to be spelled the way it appears in the role list. The ? button beside Upload CSV shows this same example filled in with your own roles and team names.
Set everyone at once
As soon as there is more than one row, a Set all bar appears above the table with Role for everyone and Team for everyone. Either one overwrites every row, so use it before you go back and change individual people.
Fixing rows before you send
Nothing is thrown away quietly. Rows that need a decision stay in the table where you can see them.
What you see | What it means | What to do |
A red email box with a note under it | That address could not be read | Correct it in place. It joins the send as soon as it reads properly. |
Already a member — will be skipped | That person is already in your organization | Nothing. They are held back for you. |
A line under the table, such as "Added 24 rows. 2 repeated in the list." | What your paste or upload actually did | Read it once. Repeats are dropped for you. |
The line beside Send keeps a running count: how many invites will go out, how many are already members, and how many still need fixing. The button itself counts too, so Send 24 invites is your last check before anything leaves.
Very long lists
Over a hundred people go out in batches, and the line beside Send tells you how many batches to expect. While they are going you see Sending 14 of 240 and the window stays open on purpose. Leave it alone until it finishes; closing it part-way stops the rest.
When it is done, a message tells you how many were invited, how many were already members, and names anyone the invite failed for, so a long import never hides a handful that did not go.
After you send
What they receive
Two separate emails, and it matters that your people expect both. The first arrives as soon as you send the invite.
When it arrives | What it is for | |
Invitation, from Cloneable | The moment you send the invite | Tells them their account exists and where to sign in |
Sign-in code | Only once they type their email on the sign-in screen | The code that actually lets them in |
The sign-in code does not come from a cloneable.ai address. It comes from our sign-in provider, so it can land in junk mail while the invitation arrives fine. This is the single most common reason somebody says they were invited but cannot get in.
Who still needs attention
Once your people are in, filter the roster to those who need something doing about them. Run this before a job starts; every one of these is cheaper to fix at the yard than at a pole.
The Needs attention filters, each with its count.
Filtering the roster to Needs app update.
Filter | It means | Do this |
Pending invite | Invited, has not accepted | Resend or cancel from their row |
No team | Not assigned anywhere | Put them on a team if your data is team-scoped |
Missing phone | No phone number on their profile | Ask them to add it |
Needs app update | Running an old UtilityScout | Have them update before the shift |
Never used app | Set up, never signed in on the phone | Check they got both emails |
The roster shows each person's role, team, status and app version, and you can search it by name. Last seen and Phone start hidden; turn them on under Columns.
Columns (ringed) shows how many columns are hidden and turns them on.
If an invite does not land: somebody who has not accepted shows as Pending. Open their row to resend or cancel. Resending sends them a fresh sign-in code, not another invitation email.
Put people on a team
Add people to a team from the roster. In their row, open the Team column and tick the team; one person can be on more than one. The Teams tab is where you create and name teams. Someone who has not accepted their invite yet can be given a team once they accept.
When someone leaves
Open the row's actions and choose Deactivate.
The row's actions menu, with Deactivate at the bottom.
Read the confirmation and confirm.
The confirmation names the person. Choose Deactivate to confirm.
Deactivating removes their access. Their past work stays attributed to them, and you can add them back at any time. It is the right action when somebody leaves.
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