If you’re running a plumbing, HVAC, or home service business, your CRM is where everything lives.
Leads. Calls. Booked jobs. Revenue.
And if your marketing team can’t see that data, they’re basically flying blind.
We don’t just need access to “look around.” We use it to:
- Track which leads actually turn into jobs
- Improve ad performance based on real revenue, not just clicks
- Show you what you’re actually getting back from your marketing
That’s how you stop guessing and start scaling.
But here’s the issue. Most owners have never been shown how to safely give access.
So below, I’m going to walk you through exactly how to do it for the most common CRMs in home services.
No fluff. Just steps.
ServiceTitan: How to Give Access
ServiceTitan is powerful, but not the most intuitive when it comes to permissions.
Here’s how to do it:
Step 1: Go to Settings
- Log into ServiceTitan
- Click the gear icon (top right)
- Go to Operations → Employees
Step 2: Add a New Employee
- Click Add Employee
- Enter name and email (use your agency’s email)
Step 3: Assign a Role
This is the important part.
You don’t want to give full admin access. Instead:
- Assign a custom role or limited role
- Make sure these permissions are enabled:
- Reporting access
- Calls and recordings
- Jobs and invoices
- Marketing tracking (if enabled)
Step 4: Send Login Invite
- Save the profile
- ServiceTitan will send them a login email
Optional (Recommended)
If you’re unsure about permissions, have your agency tell you exactly what they need. We usually ask for reporting and call tracking, not control over your operations.
ServiceFusion: How to Give Access
ServiceFusion is more straightforward.
Step 1: Go to Admin Settings
- Log in
- Click Admin → Users
Step 2: Add User
- Click Add User
- Enter name and email
Step 3: Set Permissions
You can choose roles like:
- Office Staff
- Dispatcher
- Or create a custom role
For marketing purposes, make sure we can access:
- Jobs and estimates
- Customer records
- Reports
- Call logs (if integrated)
Step 4: Save and Send Invite
Done.
Housecall Pro: How to Add a User
Housecall Pro is one of the easiest.
Step 1: Go to Settings
- Click your profile icon
- Go to Settings → Team
Step 2: Add Team Member
- Click Add Employee / Team Member
- Enter name and email
Step 3: Choose Role
You’ll see options like:
- Admin
- Employee
- Custom
For marketing teams, a limited admin or custom role works best.
Make sure we can see:
- Jobs
- Customers
- Reports
- Call tracking (if you’re using it)
Step 4: Send Invite
That’s it.
Jobber: How to Give Access
Jobber is clean, but permissions matter.
Step 1: Go to Team Settings
- Click your name (top right)
- Go to Settings → Team
Step 2: Add User
- Click New User
- Enter name and email
Step 3: Set Access Level
Jobber lets you control access pretty tightly.
For marketing, enable:
- Client data
- Jobs and quotes
- Reports
- Invoices
You can leave things like payroll or sensitive financial controls off.
Step 4: Save and Invite
Done.
A Quick Reality Check
If this feels like a lot, it’s not just you.
Nobody teaches this stuff when you start a plumbing or HVAC business.
You’re focused on:
- Getting jobs done
- Managing crews
- Keeping customers happy
Marketing systems and CRM permissions are an afterthought. Until they aren’t.
But here’s the truth.
- They can’t track real ROI
- They can’t improve lead quality
- They can’t scale what’s working
You end up stuck in “it feels like it’s working” instead of knowing.
And that’s where most businesses plateau.
What We Actually Do With This Access
Just so it’s clear, we’re not trying to mess with your system.
We use CRM access to:
- Match calls to booked jobs
- Identify which campaigns bring real revenue
- Cut out junk leads
- Double down on what’s making you money
That’s how we help you own your pipeline, instead of relying on guesswork or shared leads.
Final Thought
This one step, giving proper CRM access, is usually the difference between:
- Decent marketing and
- Marketing that actually drives growth
It’s not complicated once you know where to click.
And now you do.
If you want, we can walk you through this live and make sure it’s set up the right way.
No confusion. No back and forth.
Just clean tracking and clear ROI.
Let’s make sure your marketing is actually making you money.
