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 is under Admin in the sidebar, beside Team. It is also in the account menu at the
bottom of the sidebar, and
Ctrl+K/⌘Kfinds it.
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, Role and Field work. The person receives an invitation email carrying the company's branding, opens the link, sets a password and is signed in.
- Field work is the field work the office has set the person up for. It appears only for a role that does field work, and offers only what that role covers: a role with the field-work permission gets XRF, Paint chip and Dust wipe, one with the abatement-work permission gets Abatement (an admin role with both gets all four; an office role gets none). When a person's role changes, or a role loses one of those permissions or is reset to defaults, anything the role no longer covers is taken off its people, and someone left without XRF hands their instrument back. A person is offered as a visit's inspector only when they are set up for its service and hold a current licence for it that day. Ticking XRF also asks which XRF instrument they carry; a gun held by someone else says so and moves to this person on save. Add instrument puts a gun that isn't on file yet straight into the list (model, serial number, calibration due date) and ticks it for this person, the same as adding it in Settings → XRF instruments.
- Licences are their own section of Invite staff, and Licences… in a person's ⋯ menu, for anyone who can manage licences, whatever the person's field work. They show the licences already on file and Add licence for new ones: type (any personal licence: Lead Inspector, Risk Assessor, Abatement Supervisor, Abatement Worker, RRP Worker), number, expiry date and the PDF. When field work is chosen, what it needs is listed as a guide (XRF, paint chip and dust wipe: a Lead Inspector or Risk Assessor licence; abatement: a Supervisor licence to lead the job), marked met or not yet. The firm's EPA certification stays in Settings → Licences, which is also where a licence is replaced or switched off. Licences are optional when inviting and are saved after the invite; one that fails is named in the message, to add in Settings → Licences. A licence needs its PDF before a report can cite it. Their XRF visits then get that instrument automatically. Only XRF takes an instrument: paint chip and dust wipe samples go to the lab named on the chain of custody, and abatement needs only the supervisor licence. The row lists the services; Field work… in its ⋯ menu edits them later.
- Role menu on a row changes that person's role at once.
- Each row's ⋯ menu holds what applies to that person: Field work… (for a role that does field work), Licences…, Resend invite (while pending) and Deactivate.
- Deactivate removes the person's access, and Reactivate restores it. Their records remain.
Under the list, Inspection eligibility (for anyone who can read licences) shows each licence holder's services today as chips: XRF, paint chip and dust wipe need a NYC Lead Inspector or Risk Assessor licence in force, lead abatement a Supervisor licence, and XRF also an instrument in calibration assigned to the person (Settings → XRF instruments). Each licence is listed with its expiry, amber within 60 days and red once expired or switched off.
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.
- Add from template lists the firm's job roles (Project admin, Dispatch / coordinator, Compliance reviewer, Billing, Inspector, Abatement crew) with their purpose. Add shows the exact permissions and, once confirmed, creates the role with them; a template whose name is already a role shows Already set up.
- 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.
Preview as a role
To check what a role sees, an admin (anyone who can manage the team) opens View as at the top right, beside the bell, and picks Preview as staff role…, then a role. The app then shows that role's menu, pages and buttons, and lands where that role would.
- A strip across the top reads Previewing as
· read-only · Exit . It stays through a reload in that browser tab; Exit (or Exit preview in the View as menu) ends it. - It is read-only: nothing can be saved, sent, uploaded or generated while previewing, and save buttons are greyed out. Anything that tries says "Previewing — changes are off".
- The data is still yours: the preview only hides what the role could not open. A permission the role has and you do not stays off.
- Nobody is signed in as anyone; the preview is in your browser only, and not recorded.
Settings (/settings)
Settings has one panel per section, chosen from the list on the left, or from the tab bar along
the top on a phone or tablet (the address keeps the section, for example
/settings?section=licenses). Team's People and Roles switch the same way.
Pricing and Appearance
Pricing (with view-financials) points to the Rate cards page (/rate-cards), where the
firm's standard prices and the abatement price list are kept; a client's own prices are on that
client's page. Appearance (everyone) switches between Light, Dark and Eco, the same
switch as in the account menu. The choice is yours only and kept in this browser.
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. The row's ⋯ menu then has Upload PDF, and once a file is on file View PDF and Replace PDF; Deactivate retires the license. 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. Each instrument's Assigned to says who carries it, and Deactivate in its ⋯ menu 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, Client branding: pick a Client, then set a Display name override, Footer text and logo that replace the company's when that client opens the portal.
Tick White-label this client's reports and save to put that client's logo and name on its reports in place of the company's: the XRF inspection, dust-wipe, paint-chip and abatement reports. The client's footer text replaces the company's, and the company's phone and email are left off. What stays the company's:
- the certification page, the inspecting or abating firm and its licence numbers, and the liability sentence, because those are legal facts about who did the work;
- the HPD affidavits, chain-of-custody forms (they go to the lab), proposals and invoices.
It needs a logo: until the client has one uploaded, its reports stay on the company's branding. Only reports generated after the change are white-labelled; earlier ones are not rewritten.
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.