When your company signs up for HeyPros, the main administrator must activate their account before anyone else can join. The Admin account controls company settings, staff permissions, subcontractors, and all operational tools. Follow the steps below to get your Admin account set up correctly.
Step 1. Look for your HeyPros invitation
After your company is created, you will receive an email invitation from HeyPros. This email includes a link that allows you to set up your Admin login.
If you do not see the email, check your spam or promotions folder. You can also ask the person who created the company account to resend the invite.
Step 2. Create your Admin login
Open the email and click the invitation link.
You will be prompted to create your login by entering your:
Name
Email
Phone number
Password
Once saved, you will be taken directly into your HeyPros dashboard.
Step 3. Verify your phone number
HeyPros uses your phone number for security and for job notifications.
Enter your number and complete the verification code sent to your phone.
Step 4. Complete your company information
Go to Settings and review your company profile. Make sure the following fields are completed and accurate:
Company name
Address
Phone number
Email
Logo
Completing this information ensures your subcontractors and staff can easily recognize your company inside HeyPros.
Step 5. Invite your office staff
Admins are responsible for adding staff who will manage projects, post jobs, review bids, and communicate with subcontractors.
To invite staff:
Go to Staff
Add User
Choose their permission level
Add the user’s name, email, and phone number
Send the invite
They will receive an email with a link to create their account.
Step 6. Add your existing subcontractors
If you already work with subcontractors, you can add them immediately.
To add subs:
Go to My Contractors
Select Add Contractor
Enter their name, phone number, email, trade(s) and state(s) they work in
Save
Subcontractors will receive a text message with instructions to access their account. Private subcontractors do not need the mobile app, but they will receive text updates when you post or update a job. The app is still recommended for easier access.
Step 7. Turn on your hiring application
Companies can publish a hiring application to attract new subcontractors.
To turn it on:
Go to Hire Contractors
Toggle on your application
Choose the trades and states you want to hire in
Publish your application
Share the link or QR code on social media or your company website (optional)
When subs apply, you can review their details and click Accept Application to add them to your private network.
Step 8. Set up your categories
Private work orders can use custom categories unique to your business.
To add them:
Go to Settings
Select Categories
Add any trade categories you want
Public work orders must use default HeyPros categories.
Step 9. Set up compliance (Pro Plus and Enterprise)
If your plan includes compliance tools, you can create document sets such as insurance, licenses, or onboarding packets. Each set can be assigned to all subcontractors or to specific trades.
To build compliance sets:
Go to Compliance
Create a new document set
Add required documents
Assign to contractors
Step 10. Connect integrations if needed
Pro Plus and Enterprise plans allow integrations through Zapier.
To connect:
Go to Settings
Select Integrations
A native integration is available for CompanyCam. Other integrations be created via Zapier inside of HeyPros for Jobber, Monday, Housecall Pro, PaintScout, QuickBooks, and more.
Step 11. Create your first work order
Now your team and network are ready. Create your first job by going to Work Orders and selecting Create Work Order.
Enter the job details, attach photos, select the category, and choose whether the job is private or public.
When posted, subcontractors will receive a notification.
Summary
Your Admin account is the foundation of your company’s HeyPros workspace. Once you accept your invite, complete your profile, invite staff, add subcontractors, and publish your hiring application, you are ready to start posting jobs and managing work in one place.