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User profiles

Every team member has a profile in FSM Navigator®. Use it to keep contact information current, change your password, and — for Technicians — manage skills, certifications, and schedule details.

View your profile

  1. Click your name in the top-right corner of the screen.
  2. Select My Profile from the dropdown menu.

Your profile page displays your current information, assigned role, and account details.

Edit your profile

You can update your own contact details at any time.

  1. Open your profile (see above).
  2. Click Edit Profile.
  3. Update any of the following fields:
Field Description
First name Your given name, displayed throughout the app
Last name Your surname
Phone number Your contact phone number
  1. Click Save Changes.

Email address

You can't change it yourself. If you can no longer read that mailbox, ask your company Owner to change your sign-in email. Owners contact FSM Navigator support instead.

Change your password

  1. Open your profile.
  2. Click Change Password.
  3. Enter your current password.
  4. Enter your new password and confirm it.
  5. Click Update Password.

Your new password takes effect immediately. You remain signed in on your current device.

Strong passwords

Choose a password that is at least 12 characters long and includes a mix of uppercase letters, lowercase letters, numbers, and symbols. Avoid reusing passwords from other accounts.

View your assigned role

Your profile page displays your current role: Owner, Dispatcher, Technician, or a specialized role like Inventory Manager or Asset Manager.

  • You cannot change your own role — only an Owner can modify role assignments.
  • To request a role change, contact your account Owner.

For a full breakdown of what each role can access, see Roles and permissions.

Manage notification preferences

Your profile includes a link to your notification preferences, where you control which alerts you receive, including:

  • Email notifications for job assignments and status changes
  • Push notifications on the mobile app
  • Quiet hours to silence notifications outside working hours

Click Notification Preferences on your profile page, or go to Settings → Notifications.

Technician-specific fields

Technicians have additional profile fields that influence job assignment and scheduling.

Skills and certifications

Owners and the Technician themselves can manage skills listed on the profile:

Field Description
Skills Areas of expertise (e.g., HVAC repair, electrical wiring, plumbing). Used by auto-assignment to match technicians to jobs requiring specific skills.
Certifications Professional certifications held (e.g., EPA 608, NATE). Helps Owners verify compliance and track renewal dates.

Skills and certifications are used by the auto-assignment engine to ensure the right technician is sent to the right job.

To record when a certification runs out, an Owner or Manager opens the Technician's profile, selects Expiry next to the skill, picks the date and selects Save. Leave the date empty for a skill that never expires. You can't set the date on your own skills; another Owner or Manager does that.

Once the expiry date has passed, that skill no longer counts when auto-assignment picks a technician. The skill stays on the profile, so you can update the date when the certification is renewed.

Expiry reminders

When a certification has an expiry date on file, FSM Navigator emails a reminder 30 days before it expires, again 7 days before, on the day it expires, and once more just after. Owners and Managers get one summary for the whole team, and each Technician gets a note about their own certifications. Anyone who would rather not receive these can turn off Certification Expiry Alerts in their email preferences.

Work schedule

Technician profiles include a configurable work schedule that defines availability:

  • Working days — Which days of the week the technician is available (e.g., Monday through Friday).
  • Working hours — Start and end times for each working day.
  • Time zone — The technician's local time zone.

The scheduling system and auto-assignment engine use this information to avoid assigning jobs outside a technician's working hours.

Schedule setup

When a new Technician is added, a default Monday-through-Friday schedule is created automatically. Owners can adjust it from the team management screen or the technician's profile.

Owner: edit another user's profile

Owners can view and edit any team member's profile:

  1. Open Team Management from the sidebar.
  2. Find the user in the list.
  3. Click their name to open their profile.
  4. Click Edit Profile to update their information.

Owners can also:

  • Change the user's role
  • Reset the user's password
  • Deactivate the user's account
  • Update technician skills, certifications, and schedule

Owner: change someone's sign-in email

When a team member can no longer read the mailbox they sign in with, an Owner can point their account at a new address. This is the fix for a person who is locked out because the emailed code never reaches them.

  1. Open Users from the sidebar.
  2. On the person's row, select Change sign-in email.
  3. Enter the new address and a reason of 10 to 500 characters. The reason goes in your audit log.
  4. Select Send code. We email a 6-digit code to the new address.
  5. Ask the person to read you the code, enter it, and confirm.

The change only takes effect once the code from the new address is entered, so a typo can't send someone's account to a stranger. If the code expires or never arrives, select Send a new code, or Cancel change to leave the account as it was.

Once the change is made:

  • The person is signed out everywhere, on the web and in the mobile app.
  • Any Google, Microsoft or Apple sign-in linked to the account is removed. They sign in with a provider account that uses the new address to link it again.
  • Their AI app connections are disconnected, and they approve them again after signing in.
  • We email the old address to say the sign-in email was changed, unless that address can't receive email.
  • Their password, authenticator app and passkeys stay as they were. A passkey saved earlier may still show the old address as its account name. It keeps working.

Who can do this:

  • Owners can change the address of any other team member except another Owner. Only FSM Navigator support can change an Owner's sign-in email, including the only Owner on an account.
  • You can't change your own sign-in email here. If you are the one locked out, contact support.
  • A fresh sign-in is needed first. If you haven't signed in recently, the Confirm it's you box opens. The action is also refused while your own account is waiting on a security check or is signed in only to set up two-step sign-in.

Owner: export one person's data

When a team member asks for a copy of the personal data your company holds about them, you can create it in a few clicks:

  1. Open Manage Users from the sidebar.
  2. Find the person in the list and click the download icon (Export this person's data) in their row.
  3. Click Start export. The file is usually ready in a few minutes.
  4. When the window shows The file is ready, click Download file. We also email you the download link.

The file is a ZIP of readable files. It holds that person's profile and roles, their last known location, availability history, schedules and skills, the chat messages they sent, mileage trips, jobs assigned to them, notifications, registered devices, sign-in history and account activity, and their performance figures. Messages other people sent and your customers' details are left out. Passwords and security keys are never included.

The link expires after 24 hours

Download the file soon after it is ready. If the link has expired, start the export again.

Frequently asked questions

Who can export a team member's data?

Only Owners. Dispatchers, Managers and Technicians do not see the export option. Each export is recorded in your company's audit log.

Can I change my email address?

You can't change it yourself. If you can no longer read that mailbox, ask your company Owner to change your sign-in email. Owners contact FSM Navigator support instead.

Do skills affect which jobs I receive?

Yes. If your company uses auto-assignment, the system matches your listed skills against job requirements. Keeping your skills up to date ensures you receive appropriate assignments.

Can Dispatchers edit Technician profiles?

Dispatchers can view team member profiles but cannot edit them. Only Owners can modify another user's profile, role, or schedule.

What happens to my profile if my account is deactivated?

Your profile information is preserved but you can no longer sign in. If your account is reactivated later, your profile and historical data remain intact.