Manage sites, users, and access

Where to administer your workspace

Administration lives in two places. Team membership and roles are managed under Settings (Team), and your workspace-wide configuration sits under Settings (Workspace), Settings (Sites), and Settings (Notifications). Your plan and seats are on the Team & Billing page.

Workspace administration is limited to Admin and Super Admin roles. If you open a Workspace, Sites, or Locations page without admin access, you are sent back to your profile automatically. Managers can still reach the Team page to invite and manage technicians.

• Team: /manager/settings/team (invite users, change roles, scope site access, revoke access)
• Sites: /manager/settings/sites (facilities and the locations that belong to each)
• Workspace: /manager/settings/workspace (name, logo, timezone, approval and signature policy)
• Team & Billing: /manager/team-billing (roster, plan, and subscription)

Invite users and understand the roles

Open Settings (Team) and select Invite User. Enter the person's first name, last name, email, and a role. The first and last name are required because they appear on audit records, calibration entries, and e-signatures. Invited users show as Pending until they accept, then move to Active.

Roles define what each member can do (this is enforced on the server, not just hidden in the UI). Pick the least-privileged role that still lets the person do their job.

1. Go to Settings (Team).
2. Select Invite User.
3. Enter first name, last name, and email address.
4. Choose a role from the Role list (your own role limits which roles you can grant).
5. Optionally scope the invite to specific sites (see the multi-site section below).
6. Select Send Invitation. The user appears as Pending until they accept.

• Admin: full workspace control. Manages all members and roles, billing, sites, and workspace settings. Sees every site.
• Manager: runs the day-to-day program. Manages the asset register, logs calibrations, reviews maker-checker approvals, and can invite and manage Technicians.
• Technician: logs calibrations and uploads documents. Cannot manage the asset register by default (an admin can turn this on per workspace).
• Auditor: read-only. Can review records and exports but cannot log calibrations or change data.
• Super Admin: a hidden support role; you will not normally assign or see it.

Change roles, edit users, and revoke access

Each member row has an actions menu. Use Edit User to update a person's name, email, home location, and status; Change Role to move them between roles; and Revoke Access to remove them from the workspace. You cannot change your own role or status, and you cannot revoke your own access.

Revoking access archives the member so they can no longer sign in, but it does not erase their history. Calibrations they recorded stay in the ledger with their name and timestamp, which is what keeps your records traceable. Role changes take effect on the user's next sign-in.

• Edit User: update profile details, set a home (default) location, or change status between Active, Pending, and Archived.
• Change Role: promote or demote within the roles you are allowed to assign.
• Revoke Access: archive the member; their past records remain attributed to them.
• Home location is only a convenience default on forms. It does not limit which sites a person can see.

Set up sites and locations

If your organization runs more than one facility, model each one as a Site under Settings (Sites). A site is a physical facility (a plant, a building, a lab). Within each site you create Locations, which are the buildings, labs, benches, and stations where instruments actually live. When you create an asset you pick its location, and the asset's site follows from that location.

One site is marked Default and is used whenever a site is not specified. To create a site, select Add site, enter at least a name (code, address, and timezone are optional), and save. Manage locations in the Locations card below: add a location, assign it to a site, rename it, or move it between sites.

1. Go to Settings (Sites).
2. Select Add site, enter a name (optionally a code, address, and timezone), then Create site.
3. Set your most-used facility as the default with Set default.
4. In the Locations card, type a location name, choose its site, and select Add.
5. Use the per-location site picker to move a location to a different site as your layout changes.

Scope who sees what (site access)

A site is an access boundary. By default, a new user with no site grants has full workspace access and can see every site. To narrow someone's view, grant them specific sites: open Edit User (or set it on the invite), then select the sites they should see under Site access. Once you select one or more sites, that user is restricted to only those sites; clearing all selections restores full access.

Admins and Super Admins are never restricted by site, so the Site access control does not appear for them. Site grants only scope Managers, Technicians, and Auditors. For each granted site you can leave the role on Inherit (use their workspace role there) or set a different per-site role, for example making someone a Manager at one site and a Technician at another.

In version 1, site access governs visibility and the scope of a user's actions. As with roles, these controls gate what shows up in the interface, and the server independently enforces the same boundaries on every request.

• No sites selected: full workspace access (this is the default for new users).
• One or more sites selected: the user only sees and works within those sites.
• Per-site role: leave on Inherit to reuse the workspace role, or override it for that site.
• Admins and Super Admins always see everything, regardless of grants.

Workspace settings and policy

Settings (Workspace) holds organization-wide configuration that shapes how records look and how strict your process is. Your workspace name and logo appear on audit PDFs, exports, and certificates, so set them before you share anything externally. The timezone and date format you choose are used for audit timestamps and throughout the app.

Two policy toggles control rigor. Require Approval for Calibration Events turns on the maker-checker flow so every calibration must be reviewed and approved before it is committed, and it adds the Approvals tab to the sidebar. Require Electronic Signatures forces users to re-authenticate when approving high-risk calibrations. You can also let technicians manage the asset register, and configure when due-date reminders go out and who receives them.

• Workspace Profile: name and company logo for reports and certificates.
• Compliance Strictness: require approval (maker-checker) and require e-signatures.
• Team Permissions: allow technicians to add, edit, and bulk-import assets.
• Localization: workspace timezone and date format for audit timestamps and exports.
• Calibration Reminders: lead times and recipient emails for due-date digests.

Manage your plan and seats

Open Team & Billing to view your current plan and manage your subscription. Unlimited users are included at every tier, so growing your team never raises your bill. Only Admins and Super Admins can change the subscription.

Choose a billing cycle (monthly or yearly), then select a plan to start checkout, which is handled securely through Stripe. Once you are subscribed, Manage Subscription & Billing opens the Stripe customer portal where you can update payment methods, download invoices, and change your plan. Team & Billing covers your plan and subscription only. To manage team members, roles, invites, and locations, use the Go to Team Settings link, which opens the Team Settings page.

1. Go to Team & Billing.
2. Pick a billing cycle (Monthly or Yearly).
3. Select a plan to begin checkout through Stripe.
4. After subscribing, use Manage Subscription & Billing to update payment details or invoices.
5. Use Go to Team Settings to invite or adjust members on the Team Settings page.