Worker Management - ElectroFix AI

Overview

Worker Management allows administrators to create and manage employee accounts within their company. Control access to specialized modules (Billing and Inventory) and manage worker status, credentials, and permissions.

Only users with the admin role can access Worker Management. Workers cannot view or manage other worker accounts.

What You Can Do

Create new worker accounts
Grant or revoke Billing module access
Grant or revoke Inventory module access
Activate or deactivate worker accounts
Update worker names, emails, and passwords
Permanently delete worker accounts

Accessing Worker Management

Navigate to Admin → Trabajadores (Workers) from the main menu. The worker management page displays:

Form to create new workers
Table of all registered workers
Inline editing for each worker
Status toggles and delete actions

Understanding Worker Roles

Admin Role

Admins have full system access:

All operational modules (Orders, Customers, Equipment)
Billing module (always enabled)
Inventory module (always enabled)
Admin-only features (Company Settings, Subscription, Worker Management)
Cannot be created through Worker Management (only via company setup)

Worker Role

Workers have conditional access:

Always Available: Orders, Customers, Equipment modules
Permission Required: Billing and Inventory modules
Never Available: Admin features (Company Settings, Subscription, Worker Management)
Created through Worker Management by admins

Creating a New Worker

Navigate to Worker Management

Go to Admin → Trabajadores from the main menu.

Fill in Worker Information

In the “Nuevo trabajador” (New Worker) section, enter:Nombre (Name)

Required field
Maximum 255 characters
Full name of the employee
Example: “María Guadalupe Fernández”

Correo (Email)

Required field
Must be valid email format
Maximum 255 characters
Must be unique across entire system
Used for login
Example: “[email protected]”

Contraseña (Password)

Required field
Minimum 8 characters
Worker can change after first login
Example: “SecurePass123”

Set Module Permissions

Check the appropriate permission boxes:Permitir Facturación (Allow Billing)

Grants access to Billing/POS module
Worker can create quotes and invoices
Worker can generate PDFs
Worker can view billing history

Permitir Inventario (Allow Inventory)

Grants access to Inventory module
Worker can create inventory items
Worker can adjust stock levels
Worker receives low-stock notifications
Worker can delete inventory items

Both permissions are optional. Workers always have access to Orders, Customers, and Equipment modules regardless of these settings.

Create the Worker

Click Crear trabajador (Create Worker).The system will:

Validate email uniqueness
Hash the password securely
Set role to “worker”
Assign to your company
Set status to active
Display success message
Add worker to the table below

New Worker Form Fields

Field	Required	Type	Validation
name	Yes	Text	Max 255 characters
email	Yes	Email	Max 255, must be unique in system
password	Yes	Password	Minimum 8 characters
can_access_billing	No	Checkbox	Boolean, default false
can_access_inventory	No	Checkbox	Boolean, default false

Email addresses must be unique across the entire ElectroFix AI system, not just your company. If you get a “duplicate email” error, the address is already in use by another worker or admin.

Managing Existing Workers

The worker table shows all workers in your company with inline editing:

Worker Table Structure

Each row contains an editable form with: Name Field

Editable text input
Update as needed

Email Field

Editable email input
Must remain unique

Permission Checkboxes

Facturación: Toggle billing access
Inventario: Toggle inventory access

Save Button

Click Guardar to apply changes
Updates name, email, and permissions
Optionally update password (see below)

Status Badge and Toggle

Green “Activo”: Worker can log in and work
Orange “Inactivo”: Worker account disabled, cannot log in
Desactivar/Reactivar Button: Toggle status

Delete Button

Red Eliminar button
Requires confirmation
Permanently removes worker (cannot be undone)

Updating Worker Information

Edit Fields

In the worker’s row, modify:

Name field
Email field (must remain unique)
Permission checkboxes

Update Password (Optional)

To change a worker’s password:

Password field not shown by default
Implementation accepts password in update
Only updates if new password provided
Minimum 8 characters

The visible form doesn’t include a password field. Workers should change their own passwords through account settings, or admins can reset via support.

Save Changes

Click the Guardar button in the worker’s row.The system will:

Validate all fields
Update worker record
Display success message
Changes take effect immediately

Deactivating Workers

Deactivating a worker suspends their account without deleting:

Locate Worker

Find the worker in the table.

Toggle Status

Click Desactivar (if active) or Reactivar (if inactive).

Confirm Result

Badge updates to show new status
Deactivated workers cannot log in
All worker’s historical data remains intact
Worker can be reactivated anytime

When to Deactivate vs. Delete

Deactivate when:

Worker is on leave
Temporary suspension needed
Offboarding but preserving audit trail
Worker may return in future

Delete when:

Worker will never return
Cleaning up test accounts
Removing duplicate accounts
Data retention policy requires removal

Deletion is permanent. The worker’s user record is permanently removed. However, their historical actions (orders created, inventory adjustments, etc.) remain in the system but may show “Usuario eliminado” or similar.

Deleting Workers Permanently

Locate Worker

Find the worker in the table.

Click Delete

Click the red Eliminar button.

Confirm Deletion

Confirm in the browser prompt:

Message: “¿Eliminar definitivamente este trabajador?”
Click OK to proceed
Click Cancel to abort

Worker Removed

Worker record permanently deleted
Worker cannot log in
Email becomes available for reuse
Historical data remains but orphaned

Module Permissions Explained

Billing Permission (`can_access_billing`)

When enabled, worker can:

Access Billing/POS module from navigation
Create quotes and invoices
View all company billing documents
Generate and download PDFs
Select customers and inventory products
View customer service history

When disabled:

Billing module hidden from navigation
Attempts to access show permission error
Worker can still create orders that admins can bill

Inventory Permission (`can_access_inventory`)

When enabled, worker can:

Access Inventory module from navigation
Create new inventory items
Adjust stock (add/remove units)
Delete inventory items
View movement history
Receive low-stock notifications
Enable products for sale

When disabled:

Inventory module hidden from navigation
Attempts to access show permission error
Sale-enabled products still appear in billing (if worker has billing access)

Always-Available Modules

All workers can access:

Orders: Create and manage repair orders
Customers: Register and search customers
Equipment: Register equipment for customers
Dashboard: View company overview
Profile Settings: Manage own account

Best Practices

Use Company Email Addresses

Benefits of company domains:

Easy to identify employee accounts
Maintain control when workers leave
Professional appearance
Centralized email management

Recommended: “[email protected]”
Avoid: “[email protected]”

Grant Minimum Necessary Permissions

Follow principle of least privilege:

Only grant Billing access to trusted staff
Only grant Inventory to warehouse/parts staff
Start restrictive, expand as needed
Review permissions quarterly

Why: Reduces risk of errors, fraud, and data issues.

Deactivate Instead of Delete

Preserve audit trails by deactivating:

Maintains attribution of past work
Allows reactivation if needed
Keeps reporting accurate
Satisfies audit requirements

Only delete for:

Test accounts
Duplicate entries
Data privacy requests

Use Strong Initial Passwords

When creating workers:

Use minimum 8 characters
Include letters and numbers
Don’t reuse passwords
Communicate securely (not via email)
Require worker to change on first login

Regular Permission Audits

Monthly or quarterly:

Review who has Billing access
Review who has Inventory access
Remove permissions for role changes
Deactivate departed workers immediately
Document permission changes

Worker Limits and Subscriptions

Your subscription plan may limit the number of workers:

Check limit: View in Admin → Subscription
Field: user_limit in subscription record
Enforcement: System may prevent creating workers beyond limit
Counting: Includes active workers + admins

If you reach your user limit, deactivate unused workers or upgrade your subscription plan to add more team members.

Troubleshooting

”Email Already Exists” Error

Cause: Email address is already registered (any company, any user). Solutions:

Use a different email address
Check if worker already exists in your table
Contact support if legitimate duplicate
Use email aliases: [email protected]

Worker Cannot Log In

Possible Causes:

Account is deactivated (check status badge)
Wrong password entered
Email typo in credentials
Account was deleted

Solutions:

Verify worker status is “Activo”
Confirm email spelling
Reset password (admin updates password field)
Check if worker exists in table

Worker Cannot See Billing/Inventory Module

Cause: Permission not granted. Solution:

Find worker in table
Check appropriate permission box (Facturación or Inventario)
Click Guardar
Worker logs out and back in
Module appears in navigation

Cannot Edit or Delete Workers

Cause: Only admins can manage workers. Solution:

Verify your role is “admin”
Workers cannot access this page
Contact company admin for role upgrade

Worker Still Appears After Deletion

Cause: Browser cache or page not refreshed. Solution:

Refresh the page (F5 or Ctrl+R)
Clear browser cache
Check if worker can still log in (should not be able to)

Technical Reference

Controller Actions

Index: GET /admin/workers - List all workers for company
Store: POST /admin/workers - Create new worker
Update: PUT /admin/workers/{user} - Update worker info and permissions
Deactivate: PATCH /admin/workers/{user}/deactivate - Toggle active status
Destroy: DELETE /admin/workers/{user} - Permanently delete worker

Data Model

[
  'name',                  // Worker full name (max 255)
  'email',                 // Unique email for login (max 255)
  'password',              // Hashed password (min 8 chars input)
  'role',                  // Always 'worker' for created users
  'company_id',            // Auto-set to admin's company
  'is_active',             // Boolean, true = can login
  'can_access_billing',    // Boolean, grants billing access
  'can_access_inventory',  // Boolean, grants inventory access
]

Authorization

All worker management actions require:

public function authorize(): bool
{
    return $this->user()?->role === 'admin';
}

Additional checks:

Worker must belong to same company as admin
Cannot modify workers from other companies
Cannot modify admin accounts through this interface

Soft Deletes vs. Force Delete

The controller uses forceDelete(), which:

Permanently removes record from database
Does not use soft delete functionality
Cannot be recovered
Historical references may break

Password Hashing

Passwords are hashed using Laravel’s Hash::make():

Uses bcrypt algorithm
Automatically salted
Cannot be reversed
Secure against brute force

Integration with Other Modules

Orders Module

Workers can create and manage orders
Technician assignment limited to active workers
Orders retain creator information even if worker deleted

Billing Module

Only workers with can_access_billing see module
Billing documents record creator ID
Historical documents remain if worker deleted

Inventory Module

Only workers with can_access_inventory see module
Inventory movements record user ID
Movement history shows “Usuario eliminado” if worker deleted

Notifications

Low-stock notifications sent to workers with inventory permission
System notifications respect worker status (inactive = no notifications)

Company Settings - Configure company details for all workers
Subscription Management - Manage user limits and plan features
Billing Module - Feature requiring special permission
Inventory Module - Feature requiring special permission

Get Started

Core Concepts

User Guides

Features

​Overview

​What You Can Do

​Accessing Worker Management

​Understanding Worker Roles

​Admin Role

​Worker Role

​Creating a New Worker

​New Worker Form Fields

​Managing Existing Workers

​Worker Table Structure

​Updating Worker Information

​Deactivating Workers

​When to Deactivate vs. Delete

​Deleting Workers Permanently

​Module Permissions Explained

​Billing Permission (can_access_billing)

​Inventory Permission (can_access_inventory)

​Always-Available Modules

​Best Practices

​Worker Limits and Subscriptions

​Troubleshooting

​”Email Already Exists” Error

​Worker Cannot Log In

​Worker Cannot See Billing/Inventory Module

​Cannot Edit or Delete Workers

​Worker Still Appears After Deletion

​Technical Reference

​Controller Actions

​Data Model

​Authorization

​Soft Deletes vs. Force Delete

​Password Hashing

​Integration with Other Modules

​Orders Module

​Billing Module

​Inventory Module

​Notifications

​Related Features

Build docs developers (and LLMs) love

Overview

What You Can Do

Accessing Worker Management

Understanding Worker Roles

Admin Role

Worker Role

Creating a New Worker

New Worker Form Fields

Managing Existing Workers

Worker Table Structure

Updating Worker Information

Deactivating Workers

When to Deactivate vs. Delete

Deleting Workers Permanently

Module Permissions Explained

Billing Permission (`can_access_billing`)

Inventory Permission (`can_access_inventory`)

Always-Available Modules

Best Practices

Worker Limits and Subscriptions

Troubleshooting

”Email Already Exists” Error

Worker Cannot Log In

Worker Cannot See Billing/Inventory Module

Cannot Edit or Delete Workers

Worker Still Appears After Deletion

Technical Reference

Controller Actions

Data Model

Authorization

Soft Deletes vs. Force Delete

Password Hashing

Integration with Other Modules

Orders Module

Billing Module

Inventory Module

Notifications

Related Features