Your team and their roles

Team, in the Organisation section of the sidebar, lists everyone who works in your company and what each person is allowed to do. Owners and admins open it, invite colleagues, give roles, and deactivate people who leave. Nobody is ever deleted: signatures, reviews and the activity log point at people, so a person who leaves is deactivated and keeps their name on what they signed.

Who may change the team

Owners and admins see the Team page, send invitations, change roles and deactivate or reactivate members. Only an owner changes anything about another owner, or makes someone an owner. Only an owner gives the extra ticks below (commercial access, finance access, document control). Nobody deactivates themselves.

Inviting a colleague

Under Invite a colleague:

1. Enter their Email address and tick their Roles.
2. For someone on a contract, set Access ends on. They keep access through that day and are deactivated after it; their seat is then free. Owners have no end date.
3. Choose Send invitation. They receive an email with a link that is valid for a few days; the page says how many.

A person who already has an account accepts the invitation into it; anyone else creates one on the way. Invitations that wait for an answer are listed under Pending invitations, with when each expires; Withdraw cancels one. A personal organisation has one seat, so it invites colleagues once it has been turned into a company (see settings).

When every seat of your plan is taken, the page says so and offers the plan and billing page to an owner; otherwise deactivate a member or withdraw an invitation first.

Seats

A seat is taken by each active member of staff and by each invitation waiting for an answer. Client portal users, crew members, clients and projects never count, however many you have. Deactivating someone frees their seat at once. In a group of legal entities a person counts once, however many of its companies they work in.

The roles

A person holds one role or several; the page shows them beside each name.

• Owner: everything an admin can do, plus billing, deciding who else is an owner, switching AI drafts and the Operations module on, closing the company, and giving commercial access, finance access and document control.
• Admin: manages staff, clients, the equipment and personnel registers, and the organisation's settings; withdraws an issued report.
• Technician: creates inspection reports and signs them as examiner.
• Reviewer: reviews reports and countersigns them, typically a Level 3; also approves a document's revision in the library.
• Planner and Supervisor, with the Operations module: a planner creates jobs, assigns people and equipment by shift, runs the daily board and approves hours; a supervisor runs the shift on the jobs they supervise, assigns people to them, logs blockers and approves hours. See operations.
• Crew member: an assistant or helper who sees their own roster and enters their own hours. A crew member never writes, signs or reviews a report, holds no other role, and takes no seat. The role is offered only while the Operations module is on.

The first member of a company starts as owner and technician, so they can write its first report. An owner who does not inspect unticks Technician. Change a person's roles with Edit roles and end date, then Save.

Some pages say what a next step needs: on a weld's page, an asset's scope of work or a request, "The next step, starting the report, needs the Technician role, which you do not hold. An owner or an admin gives it on the Team page". An owner or admin reading it presses Make me a technician there and has the role at once, recorded like any role change; anyone else sees Open Team, where an owner or admin ticks the role for whoever will write the reports.

Crew members and short-term members

Two kinds of member come with the Operations module:

• A crew member holds the Crew member role alone and takes no seat. They see their own day and hours, and messages; nothing else of the company app.
• A short-term member is a member of staff with Access ends on set: they take a seat while active and are deactivated after that day, in your company's time zone. The page shows Until the date beside their name.

The extra ticks

Beside the roles, an owner gives three permissions to members of staff, never to a crew member:

• Commercial access: rate cards, priced exports and anything with money. Owners always have it.
• Finance access: pay rates, payroll, exchange rates and job margins, and everything commercial access gives. For the finance department; owners always have it.
• Document controller: keeps the document library and decides who reads and downloads what, in the library and in projects' folders. Owners always are.

Each change is written to the activity log.

Deactivating and reactivating

Deactivate ends a person's access immediately. Their reports, signatures and activity entries stay as they are, and their seat is free. Reactivate brings them back with the roles they had. A person is never removed from the list.

Someone who closes their own account is deactivated in every company at the same moment; see your account.

Two-factor authentication

Each member's line says 2FA on or 2FA off. Under Organisation security, an owner or admin ticks Require two-factor authentication from every member: a member without it is sent to set it up before they can do anything else. How a person sets it up is in account and security.

Offices and groups

An office is a location of one company: a label on projects, people and equipment that the lists filter by, and that report numbers can carry. It hides nothing from anyone. On the Team page, Edit roles and end date also sets the office a person works from. Offices are kept in Settings, Offices.

A group is several legal entities of one company, each a company of its own here with its own reports and letterhead, on one bill, with a person counted once across them. When your company is in a group, the Team page has Add from the group: someone who already works in another company of the group joins this one at once, with roles, without an invitation and without a further seat. Groups are kept in Settings, Group.

Personnel versus Team

Personnel, in the Work section, is the register of your staff's certificates: method, level, scheme, number and validity, which decide who may examine, sign and review. Team is access: who may sign in and what they may do. The same people appear in both; owners and admins record certificates, because a certificate decides whether a report can be issued. See equipment and personnel.

The Activity page

Activity, in the Organisation section, is the company's log: who did what, written once and never changed or removed. Owners and admins read it. It records, among other things, reports signed, reviewed, issued, voided and withdrawn; share links made and revoked; files downloaded; documents read and copies issued; invitations, role changes, deactivations and the extra ticks; settings changed; and each time a person enters the company's workspace or a client enters its portal. Entries made by the platform itself say so.

A person's own sign-ins, failed sign-ins and password changes are not in it: those belong to the person, not to any company.

Working in more than one company

A contractor who works for several companies has a membership in each, and switches between them with the organisation switcher at the top of the sidebar. Each company sees only its own work. An independent technician on the free plan works in a personal organisation of their own, marked Personal; joining a company later adds a membership and keeps the personal one. See account and security.