Administrators can keep the right people in the account, control what each role can see, maintain company-wide defaults, and review changes to those settings. This guide also explains the account security and management reporting areas available to signed-in users.
Getting there
Use the main navigation to open Active Staff for member records. Administrators can open Company Settings for account-wide options, then choose Role Permissions or History for access controls and settings changes.
Signed-in users can open Account & Security from the account area. Managers and administrators can open Analytics Dashboard and Management KPIs. These reporting areas are not available on shared tablet accounts.
Key concepts
Active Staff contains current members. View Inactive takes you to members who are no longer active.
A member’s role is selected from Staff, Foreman, Manager, or Admin. Roles affect which areas of the app a person can access.
Role Permissions controls access to individual areas using three levels: Allow, View Only, and Deny. Select a permission badge to move through these levels.
Company Settings applies account-level defaults. These include the financial year start, staff break deductions, a default manager, leave approvals and notifications, SQIF verification, and other notification recipients.
Settings History records changes to company settings and provides a way to revert them.
Account & Security is for the signed-in person’s password. Magic-link sign-in continues to work whether or not a password has been set.
How to manage members
Open Active Staff.
To add someone, select Add Staff, then complete the staff member’s details and choose a role.
To update someone, open their staff record and choose the edit option. You can update their contact details, role, status, portal access, rates, and other employment information available to you.
To remove someone from the current staff list without deleting their record, change their status to inactive. Use View Inactive to find those records later.
Administrators can use the invitation controls shown on the staff page to invite members. The staff list also shows invitation information when it is available.
When adding a staff member, the starting role is Crewman, the starting status is Active, portal access is enabled by default, and the standard charge-out rate starts at $48 unless you change it. Review these values before saving.
Only users with permission to make staff changes will see the controls for adding or editing members. Administrators can also see invitation status information that is not shown to other roles.
How to manage roles
Open Company Settings, then select Role Permissions.
Find the area you want to configure and the role you want to change.
Select the permission badge to cycle between Allow, View Only, and Deny.
Review capability controls such as View Financials and View Wages. These cover job costs, profit, quote prices, timesheet totals, and staff charge-out or hourly rates.
Save your changes when the matrix reflects the access you want.
Role permissions are page-level controls. A person may be able to open an area but see less information if financial or wage visibility is not enabled for their role. Some access is fixed and appears locked; locked badges cannot be changed from the matrix.
Only administrators can open Role Permissions and change the account’s role access. The built-in role names shown in the matrix are Staff, Foreman, and Manager, with Admin identified separately.
How to review account activity
To review changes made to company settings:
Open Company Settings.
Select History.
Review the listed setting changes, including who made them and when.
Use Previous and Next to move through additional pages.
If a change should be undone, use the available revert control and confirm it.
This history is specifically for company-setting changes. It is not a complete record of every action taken in the account.
For operational oversight, managers and administrators can use Analytics Dashboard. Its date filters default to the start of the financial year through today, and you can narrow the results by manager. The dashboard includes job, staff, asset, client, safety, and financial views; financial information depends on your permissions.
Management KPIs provides Management KPI (Team) and Sales KPI (Individual) views with month filters. It is available to managers and administrators, but never on a shared tablet account.
Tips & things to know
Company settings are administrator-only. If Company Settings is not visible, ask an administrator to make the change.
The financial year start defaults to April 1 in New Zealand. Changing it changes the fallback period used by dashboards.
Global Staff Breaks (hours) is automatically deducted from each labour entry on a timesheet. It accepts values from 0 to 8 hours in 0.25-hour increments; for example, 0.5 represents a 30-minute break.
Approvals Required for leave accepts a value from 1 to 5.
The default manager is used for new jobs and integrations.
A new member’s portal access is enabled by default. Check this setting if the person should not use the staff portal.
Use View Only when someone needs to see information without changing it. Use Deny when they should not access the area.
Be careful with View Financials and View Wages because they expose sensitive financial or pay information.
On Account & Security, Password sign-in is enabled shows when a password exists. If it is not set up, use the form on that page to create one; magic-link sign-in remains available either way.
Shared tablet accounts cannot access the management KPI area, even when the account has a manager or administrator role.
FAQ
Who can manage members?
Access depends on your account permissions. Users who can edit staff records can add and update members. Administrators have additional invitation controls and can manage company settings and role permissions.
Can I delete a member?
The available workflow is to change the member to inactive and find them later through View Inactive. This preserves the staff record for reference.
What is the difference between Allow, View Only, and Deny?
Allow gives the role normal access to the area. View Only lets the person view it without making changes. Deny removes access. Locked badges are fixed and cannot be changed there.
Why can a manager see an area but not its financial figures?
Access to an area and access to sensitive financial information are separate controls. An administrator can review View Financials and View Wages in Role Permissions.
Why can’t I open Management KPIs on a tablet?
Management KPI information is blocked on shared tablet accounts to prevent sensitive, payout-related figures from appearing on a shared device. Use an individual, non-tablet account instead.
Does changing the financial year start change past records?
The setting changes the date range used by dashboard defaults. This guide cannot confirm that it changes or recalculates historical records.
Where can I see who changed a company setting?
Open Company Settings and select History. The history lists company-setting changes with the person responsible and the time of the change.