Your business, your team, your data

What is on each tab

• General — light or dark, the keyboard shortcuts, and how dates are written. Nothing here needs a permission, and none of it is shared with anybody else. Light or dark follows you to any device you sign in on; the date format is kept per browser.
• My profile — your own name and password. Yours alone, and it needs no permission either. If you sign in with Google, it can email you a link to set a password as well.
• Business profile — your company name, address, logo and contact details. All of it prints on your quotes and invoices.
• Finance — what every new document inherits: currency, tax rate, numbering, payment terms and the words at the bottom of the page.
• Team — the people, and the roles they hold.
• Billing — your plan and what you have paid.
• Data — the import, the export, and the delete. Importing is how you move in from other rental software or a spreadsheet; see importing your data.

Composing a role

There are no fixed roles. A role is a set of permissions you choose from a list, so “warehouse supervisor” can mean whatever it means in your business. New accounts arrive with a few sensible ones already made up.

Only the owner of the business can edit what a role may do. That cannot be given to anybody else, because a permission that can grant permissions is a hole through the middle of everything else. Custom roles are part of a plan, too: on one without them, the roles you start with are the ones you have, and Manage roles does not show. The full list of what a role can hold is in the permissions reference.

A permission is not the whole story: some sections belong to a plan as well, and the plans reference says which. A role can hold one of those permissions on a plan that does not include the section, and it will be refused with a note pointing at Subscription and billing rather than at your administrator. Being the owner makes no difference here — owning the business is not the same as having bought the tier.

Adding and removing people

Add a member from the Team tab and give them a role — either fill in their details yourself, or use Invite by link: enter their email and a role and you get a link to send them. The link works once, only for that address, and lapses after seven days; they choose their own name and password, so you never handle it. An invitation takes up no seat until they accept, and if the plan is full by then the acceptance is refused. A temporary password you set yourself can be revealed on screen so you can read it out. There is no delete for a person, deliberately: their name is on bookings, counts and adjustments going back years, and removing the row would either tear those up or fail. Deactivate instead — it asks you to confirm, they cannot sign in from their next request onwards, and everything they did stays readable. Changing somebody’s role is a pick and a press, and it also asks first.

Temporary workers

For somebody joining for a season or a single big event, give their account an end date instead of remembering to deactivate it. Set Access until when you create them, or later from the Account section of their page, where you can also move the date or remove it.

They can sign in up to the end of that day. From the next day they cannot sign in, and if they are still signed in they are signed out on their next click — the same as deactivating them, on a timer. The Team list marks them “Until” the date while it runs and “Access ended” once it has passed. Bring them back for the next job by moving the date on.

Two things it does not do. An expired account still counts towards your plan’s seats until you deactivate it. And an end date cannot be put on your own account or on the owner’s: an owner locked out by a date would have nobody to let them back in. Setting the date needs the same permission as deactivating somebody. An invitation by link carries no end date; set it on their page once they have joined.

Who sees a colleague's email and phone

The Team list shows everyone’s email and phone masked. A role allowed to see staff contact details can open a person’s row and press the eye beside each one to reveal it; everybody else sees only the mask, and the real value is never sent to their screen. Your own details are always shown to you. A role that can edit staff records but not see contact details can still edit a record — the phone fields are simply left out of the form and kept as they were.

Your logo

Drop an image on the box on your business profile, up to a megabyte. It prints on quotes, invoices and receipts, and it is the mark the sidebar shows when you collapse it.

Taking your data with you

The Data tab downloads everything you are allowed to read, with money written in ordinary units rather than pence so a spreadsheet does not need fixing first. It needs no special permission: exporting what you can already read is the same act as reading it.

Deleting the workspace

The owner can delete the whole business, and it is guarded three times: your company name typed out, your password, and a check that you are the owner. It removes everything, your own login included, and it cannot be undone. Export first.