Team, roles and settings
How to invite staff, control what each person can do, and maintain the company's licenses, equipment, laboratory partners, branding and report templates. It is written for the company's administrator and for back-office staff who keep licenses current.
Everything here belongs to one company (a tenant). Access is decided by roles: a role is a named set of permissions, every staff member holds exactly one, and the app checks permissions, never role names. The full permission list and the rules behind it are in permissions.
Before you start
- Team and Settings show only the sections your role allows. Inviting and deactivating staff and editing roles needs the manage-tenant permission. Branding and report templates need manage-settings; licenses need manage-licenses; instruments and laboratory partners need manage-equipment.
- Keep at least one active administrator. The system refuses to remove the last active holder of the manage-tenant permission.
- Settings has no sidebar entry. Open it from the account menu at the bottom of the sidebar, or
with
Ctrl+K/⌘K.
People (/team)
The People section lists everyone on the team with their email, their role and a status (Pending until they accept the invitation, Active, or Deactivated).
- Invite staff opens a dialog: Full name, Email and Role. The person receives an invitation email carrying the company's branding, opens the link, sets a password and is signed in.
- Role menu on a row changes that person's role at once.
- Resend invite appears on a pending person.
- Deactivate removes the person's access, and Reactivate restores it. Their records remain.
Roles (/team/roles)
The Roles section is a matrix: permissions down the side, roles across the top, grouped as Team & settings, Clients, Buildings, Projects, Field work, Documents, Obligations, Licenses, Financials, Notifications and Map. Each permission shows what it opens.
- Tick a box to grant a permission, or clear it to remove it. A permission that another one includes (for example, managing projects includes viewing them) shows checked and locked with a note of what includes it.
- Click a role's name to rename it. Names are labels only.
- New role creates an empty role to build up. Delete role removes one.
- Four roles start as presets, marked Preset, and Reset to defaults restores a preset's original permissions even after it was renamed.
| Preset | Intended for |
|---|---|
| Tenant Admin | Everything, including team and branding |
| Project Manager | Running projects: clients, buildings, decisions, dispatch, collaborators, documents, proposals, equipment and floor plans |
| Inspector | Capturing field work on the jobs assigned to them, plus the map |
| Back Office | Documents and filing, licenses, invoices, proposals, rate cards, notifications, and read access across clients, buildings, projects and field jobs |
Assignment narrows what an inspector sees: without the permission to view all field jobs, a person sees only the jobs assigned to them and those jobs' projects and buildings. Financials and obligations are never opened by assignment.
Settings (/settings)
Settings has one panel per section, chosen from the list on the left (the address keeps the
section, for example /settings?section=licenses).
Licenses
The Licenses section records the company's and each person's credentials. The strip at the top counts licenses on file, active, expiring soon (within 60 days), expired and missing a PDF.
To add one, choose the Type, enter the Number and Expiry date, choose the Holder (the company, or a staff member for person-level types) and add the license. Then Upload PDF; View opens it and Deactivate retires it. Replacing a license's file supersedes the old document and keeps the license pointing at the new one.
| Type | Held by |
|---|---|
| EPA Lead-Based Paint Firm Certification | The company |
| NYC Lead Inspector | A person |
| NYC Lead Risk Assessor | A person |
| NYC Lead Abatement Supervisor | A person |
| NYC Lead Abatement Worker | A person |
| NYC Lead RRP Worker | A person |
Licenses drive work directly:
- A person is offered as the inspector on a visit only if they hold a current license valid for that service on the visit date (inspector or risk assessor for XRF, dust wipe and paint chip; abatement supervisor for abatement).
- When a visit is scheduled, five checks run: the person holds a suitable license, it has a PDF, it is not expired on the visit date, the company's EPA certification has a PDF, and any cited license number matches. A failing check is shown on the visit, and a user with manage-licenses can record an override with a reason.
- The project checklist fills its EPA certification slots from these files (documents and filing), and generated XRF reports print the license numbers and attach the license PDFs.
XRF instruments
Add each analyzer with its Make, Model, Serial number, an optional Display label, a Calibration rule and a calibration due date. Deactivate removes an instrument from the visit's instrument list without deleting past readings. Field staff can read the list, and only holders of manage-equipment can change it.
Laboratory partners
Add each lab with its Name, Certification # and Certification expiry. Active labs are offered on the chain-of-custody form for dust-wipe and paint-chip samples. Deactivate retires one; sheets already using it keep it.
Branding
Branding sets how the company appears on reports and in the client portal: Company name, Primary color and Secondary color, Sender name (for emails), Footer text, Contact email and Phone, plus an uploaded wordmark and mark logo. Below it, a client can have an override: pick a Client, then set a Display name override, Footer text and logo that replace the company's when that client opens the portal.
Report templates
Report templates holds the artwork that generated reports use: the cover photo, the contents page photo, the component reference diagram, and the blank chain-of-custody form. Choose Upload (or Replace) to use your own image; Use built-in returns to the built-in one. New reports use the change; reports already generated do not change.