Manage your team

The team lives under Operations in the menu. Clicking Team opens its pages underneath: Members, Groups, and Team work. Someone who is not an admin sees the list, the groups, and My work.

Members

For each person the table shows:

Job title: a free description of what they do in the office, such as “Bookkeeper”. It is shown only and does not change any permission. A dash means no job title was entered.
Permission: what they may do in the office. Each permission has its own color.
Status: active, or inactive after being removed from the office.
Last active: when they last used the app. Hover over the time to see the exact date and time. A dash means no activity has been recorded yet.

You can search by name, email, or job title, and filter by permission and status.

Permissions

Owner: everything an admin can do, and manage other owners.
Admin: sees every client, invites and manages the team, and changes office settings. Cannot change or remove owners.
Member: sees the clients they own, opened themselves, or were given access to. With access to all clients they see every client without becoming an admin.

To let a member see another client, give them access to that client. There is no need to make them an admin.

Clients a member opens

Whoever opens a new client becomes its owner, unless they choose another owner. Even then the client stays open to them, so they can carry on right away, for example with a data import.
Whoever works on a client (its owner, a member given access to it, and a member with access to all clients) does all of its bookkeeping: import, setup, intake, posting, and closing periods. View only access lets them look without changing anything.
Only the client’s owner, admins, and owners of the office can hand a client to another owner or delete it. A former owner still sees the client; remove that access from Client access on their profile.

Invite a colleague

In Members, click Invite member.
Enter the colleague’s email address.
Choose a Permission: Member or Admin.
For a member, choose Client access: no access yet, all clients, or selected clients.
Click Send invitation.

The invitation appears under Pending invitations until the colleague signs in with the same email address.

Resend or cancel an invitation

Open the actions menu on the invitation’s card under Pending invitations:

Resend invitation: after you confirm, the colleague gets the invitation email again. An invitation that has expired (marked Expired) is replaced by a new one with the same permission and client access.
Cancel invitation: after you confirm, the link that was sent stops working and the invitation leaves the list. If you got the address or permission wrong, cancel it and invite again.

If the colleague already joined, the invitation simply leaves the list. If they accepted it just now, a message says they are still being added. Try again in a minute.

Admins and owners manage invitations. Only owners manage an owner’s invitation.

Edit details, change a permission, or remove someone

Open the actions menu on the person’s row, or Actions on their profile:

Edit details: name and job title.
Change permission: pick the new permission from the list.
Remove from office: after you confirm, the person can no longer sign in to the office. Their tasks and clients stay as they are, and you can invite them again later.

You cannot change your own permission or remove yourself, and only owners can change or remove owners.

A team member’s profile

Admins click a row in the table to open the profile.

The Overview tab shows their open tasks, the clients they own, open conversations, and recent phone calls. Each list opens what it shows:

A task opens in the task panel on the same screen. An overdue task is marked in red, and a colored badge marks a high or urgent priority task.
A client opens its client page.
A conversation opens in a chat window at the bottom of the screen.

Clicking one of the numbers at the top of the page, or View all on a card, takes you to the full list. The Work tab shows their work in the chosen month, as in Team work.

Groups

A group lets you share a project with several people at once. It does not change permissions or give access to clients.

Whole team is an automatic group. Every active team member is in it, people who join the office are added and people who are removed leave it, so it cannot be edited.
To create a group, click New group, give it a name, check its members, and click Create.
A group’s card shows who is in it and how many projects it is shared with. Edit members opens the same window to change the name and members.
A group shared with a project cannot be deleted. Remove it from the projects first.

Only admins create, edit, and delete groups.

Team work

The page shows admins the chosen month. Move between months with the arrows, or click the month to pick another.

At the top: total attendance, time on clients, time not on a client, and how many items need attention.
Team members: for each person, attendance, time on clients and its share of attendance, open and overdue tasks, main clients, and items to check. Clicking a row opens the Work tab of their profile.
Needs attention: items grouped by kind and by team member: overdue tasks, owned clients with no work, work on an unassigned client, attendance without activity, and most of the day not on a client. Each item opens the client or the team member.
Clients that got the most time.

Someone who is not an admin sees My work here: their attendance next to the time recorded on clients, on internal work and on nothing, a breakdown that opens from client to work type, task and entries, attendance by day, and where the time went. Work time reports.

Times are estimates from app use while the clock is running. They are not working hours and are not used for payroll.

When someone leaves

Remove them from the office, then hand their open clients and tasks to others.