SERVICETITAN · SYSTEM ADMIN

Configure & Manage Your Account

Set up reports, manage users and permissions, and configure your business settings so your team can work efficiently.

Jump to:Set Up Reports & Dashboards Manage Users & Business Settings Troubleshoot Account Issues Measure Impact

Set Up Reports & Dashboards

Build a custom report

⚠︎ The ability to create custom reports depends on the ServiceTitan package your company is subscribed to. If you don’t have the option to create a custom report, it may not be included in your package.

a. Go to Reports > All Reports and click New Report. Choose a report category (e.g., Jobs, Invoices, Calls) to set your data source.

b. Under Columns to be displayed in the report, select the fields you want to include. Use the search bar to quickly find columns. If you're unsure which columns to add, click the Reporting Dictionary (Templates Dictionary) to search for data field descriptions.

c. Click Next, enter a descriptive report name, select a category, and optionally add a description. Configure sharing settings to control which team members can view or edit the report.

d. Click Save to store the report. To run it, apply filters such as date range, business unit, job type, or technician, then click Run Report.

Create custom reports

Set up and manage dashboards

⚠︎ The ability to create custom dashboards depends on the ServiceTitan package your company is subscribed to. If you believe you have the ability to create custom dashboards and see an "upgrade" prompt when creating a custom dashboard, a specific configuration may need to be enabled — contact support.

a. Go to Dashboard. To create a custom dashboard, click Edit Dashboard and then Add a. Go to Dashboard and click the Modular Dashboard dropdown, then select Create Dashboard. Name it based on what you want to track — for example, Daily Revenue or Dispatch Efficiency.

b. Click Add Module to place data tiles on the dashboard. Choose from KPI modules, charts, tables, or report-based modules. Configure each module with the metric, date range, and filters you need.

c. Drag and resize modules to arrange the layout. Click Add Section to organize modules into groups. Click Save when done.

d. Share the dashboard by configuring access settings so the right team members can view it.

Create and edit custom dashboards

Manage Users & Business Settings

Add or edit user accounts

⚠︎ Deactivate users who leave the company instead of deleting them. Deleting a user removes their history from reports and audit trails.

a. Go to Settings > People > Employees (for office staff) or Technicians (for field staff). Click Add to create a new user.

b. Enter the user’s name, email address, and phone number. Assign them to a Role and select their Business Unit(s).

c. To edit an existing user, find them in the list and click Edit. Update their role, business unit, or contact details as needed, then click Save.

Add and manage office employee profiles

Manage user permissions

a. Go to Settings > People > Role Permissions. Select the role you want to configure (e.g., Technician, Dispatcher, Admin).

b. Review and toggle permissions for each module — Jobs, Dispatch, Invoicing, Reports, Settings, and more. Expand each section to see granular controls.

c. To create a new custom role, click Add Role, give it a name, and configure the permissions from scratch. Click Save when done.

d. For reporting-specific permissions, go to Settings > Operations > Reporting Settings > Reporting Permissions to control which templates and categories each role or user can access.

⚠︎ Permission changes are NOT retroactive to existing sessions. Users must log out and back in for permission changes to take effect.

Set reporting permissions

Add or edit business units

⚠︎ Changing a business unit’s settings affects all jobs, invoices, and reports tied to it. Review the impact before making changes.

a. Go to Settings > Business Units and click Add Business Unit.

b. Enter the business unit name, assign a Revenue Account and Default Tax Zone, and configure the address and contact details.

c. To edit an existing business unit, click its name in the list. Update the settings as needed and click Save.

Add business units

Set up job types

a. Go to Settings > Operations > Job Types and click Add.

b. Enter the job type name and select the Business Unit it belongs to. Set the Priority level and Duration to control how it appears on the dispatch board.

c. Configure additional settings — assign a default Campaign, set the Revenue Type, and choose whether this job type counts as a lead. For commercial projects, assign a Project Label to the job type so costs auto-categorize on the Budget vs. Actual table.

d. Click Save. Repeat for each job type your business uses (e.g., Install, Service, Inspection, Rough-In, Trim-Out).

Map Job Types

Set up alerts

a. Go to Settings > Integrations > Alerts. Review the available alert types.

b. For each alert type, configure the delivery method: In-App, Email, or SMS. Set the conditions that trigger the alert (e.g., job status change, invoice posted, project status update).

c. Assign alerts to specific users or roles. Toggle on the alerts your team needs and toggle off any that create noise.

Use alerts

Troubleshoot Account Issues

Troubleshoot: User can’t log in

a. Confirm the user’s account is Active in Settings > People > Employees (or Technicians). If the status shows Inactive or Locked, reactivate or unlock the account.

b. Have the user try resetting their password using the Forgot Password link on the login page. Verify they are checking the correct email inbox for the reset link.

c. Check that the user’s role has the appropriate login permissions. Go to Settings > People > Role Permissions, select their role, and verify the access settings.

Add and manage office employee profiles

Troubleshoot: Report timing out

a. Narrow the date range. Reports that span more than 90 days with many columns can exceed processing limits. Try running the report for a single month first.

b. Remove unnecessary columns. Each additional column increases the data load — keep only the fields you need for your analysis.

c. Apply filters to reduce the data set — filter by a specific business unit, project, or job type instead of pulling all records.

d. If the report still times out, try scheduling it for off-peak hours using Reports > Scheduled Reports. Scheduled reports run in the background and deliver results via email.

Create custom reports

Measure the impact

ADOPTION

Active user count

Check user list. Inactive accounts with recent assignments signal onboarding or access issues.

Settings > People > Employees ↗

VISIBILITY

Reports created and shared

Track in Reports. A low count means teams may lack the data visibility they need to make decisions.

Reports > All Reports ↗

COVERAGE

Business units configured

Verify in Settings. Missing units cause jobs and revenue to be misattributed in reports.

Settings > Operations > Business Units ↗

SECURITY

Permission roles defined

Review roles. Too few roles means users may have more access than they need; too many creates management overhead. ---

Settings > People > Role Permissions ↗