Add staff

Staff are your team members. Each one gets their own login, belongs to a business, and can be put on projects so they can see and work on them. This guide shows how to add someone and what happens next.

Adding a staff member creates a login. You get a sign-in code and a temporary password to hand over. The password is shown once — share it before you close that screen.

How staff relate to businesses and projects

Every staff member belongs to exactly one business.
Only that business's staff can be put on that business's projects.
You choose the team on the project's Team screen, or on the Office & team step while creating the project.

Only the account owner can add staff. If you have no business yet, the screen offers Create a business first — every staff member needs one.

Add someone

Go to Staff and choose Add staff.
Type their full name — up to 100 characters.
Choose the business they belong to.
Optional: phone number, position (*e.g. Site Engineer*) and a contact email.
Under Permissions, choose what they're allowed to do — see below.
Choose Add staff member.

You don't set a password. One is generated for you. The next screen shows their sign-in code and a temporary password, and from there you can:

Email sign-in details — sends the code and password to the contact email you entered.
Share via WhatsApp — sends both in a message.

They sign in with the code and the password, and can change the password themselves afterwards.

The new person may take a moment to appear in your staff list. That's normal.

Permissions

Permissions are on the create form and on Edit, so you can set them straight away or later. Each one is off until you turn it on:

Permission	What it allows
Manage organization	Manage staff, businesses, suppliers and project owners.
Manage projects	Create and manage projects.
Manage tasks	Create and manage tasks on projects.
Manage transactions	Record cash in and out on projects.
Manage project setup	Manage project types, zones and categories.
Manage currencies	Add currencies, set the default and set display decimals.
Manage posts	Create, edit and publish showcase posts.

Someone with no permissions can still be put on a project and see it — permissions are about changing things, not seeing them.

Change someone's details

Open the staff member and choose Edit. You can update their name, phone, position, contact email, business and permissions, then Save changes.

Reset a password

If someone forgets theirs, open them and choose Reset & share password.

You're warned first: they will be signed out on their devices and will need the new password to sign in again. Once you confirm, a new temporary password appears — shown once. Share it right away; if you lose it, just reset again.

The same screen carries Share sign-in code, for when they only need the code.

When someone leaves

Deactivate them rather than deleting. Their history on past projects stays intact, they can't sign in, and you can Activate them again whenever you like. The list shows each person as Active or Inactive, and you can search it by name, position or code.

Tips

Choose the business carefully — it decides which projects this person can be added to.
Hand over the code and password before leaving that screen. The password can't be shown again, only reset.
Start with few permissions. Add more when the person actually needs them.
Fill in the contact email at creation, so you can email the sign-in details instead of reading them out.