Administration & Utilities

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1. Overview

The Administration section provides system-wide configuration for users, roles, permissions, and integrations. The Utilities section contains operational tools and reference data used across multiple modules.

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2. Key Concepts

• User — A login account that can access the application. Each user has an email (login), display name, optional employee link, and one or more assigned roles. Users are created by administrators and receive an invitation email to set their password.

• Role — A named collection of permissions that controls what a user can see and do. Roles are designed around job functions (e.g., “AP Clerk”, “Service Manager”, “Administrator”). A user can have multiple roles, and their effective permissions are the union of all assigned roles.

• Permission Override — A fine-grained access control rule that enables or disables access to a specific field beyond what the role allows. Overrides apply to field-level controls only. Override sets are for edge cases — for example, allowing a specific user to view salary fields that their role normally hides.

• Custom Field — An organization-specific data field added to a standard record type (Customer, Work Order, Job, Employee, etc.) without code changes. Custom fields support these selectable types: String, Decimal, Date, Model (an entity lookup), Boolean, and Enum. They appear on create/edit/view screens and can be required.

• Tag — A color-coded label applied to records for categorization and filtering. Tags are cross-module — a single tag definition can apply to customers, work orders, leads, and equipment. Unlike custom fields (which store structured values), tags are lightweight grouping mechanisms.

• Integration — A connection to a third-party service (Stripe, Ring Central, Podium, Ask The Seal). Integrations are configured in Administration and extend the application’s capabilities — for example, Stripe enables online payment collection on work orders, and Ring Central enables cloud telephony.

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3. How It Connects

Upstream — Administration is a prerequisite for all modules:

• Users and Roles → Every module requires authenticated users with appropriate permissions. The AP Clerk role controls access to Accounts Payable, the Service Manager role controls access to Service, etc.
• Custom Fields → Custom fields defined here extend data models across all modules. A custom field on the Customer model appears in AR, Service, CRM, and Job Costing.
• Tags → Tag definitions apply cross-module. A “VIP” tag created here can be applied to customers in AR, leads in CRM, and work orders in Service.

Downstream — Administration controls access everywhere:

• Role Permissions → Every screen, button, and action in every module checks the user’s role permissions. Creating a new role or modifying permissions immediately affects what users see.
• Scheduling Boards → Board configurations determine which technicians appear on the Service dispatch and scheduling boards.
• Form Templates → Templates defined here are used by the Service module for work order data collection forms.
• Integrations → Connected services affect other modules — Stripe payments appear in AR, Ring Central calls appear in CRM communications.

Key Integration Point — Role-Based Access Control: The role system is the security backbone. When Kevin (Admin) creates a new user and assigns the “AP Clerk” role, that user immediately gains access to vendor management, invoice posting, and payment processing — but cannot access payroll, GL settings, or job costing. Modifying a role’s permissions instantly updates access for every user assigned to that role.

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4. Administration

Navigate to Administration in the main sidebar to access system configuration.

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4.1 Users

Manage the system user accounts that can log in and access the application.

User List Columns

Column	Description
Avatar	User profile image
Email	User’s login email address
Display Name	Name shown throughout the application
Title	Job title or role description
Employee Number	Linked employee record (if applicable)
Status	New, Active, Inactive, or Invitation Pending
Roles	Comma-separated list of assigned roles
Ext	Internal phone extension

Create / Edit User

Field	Required	Description
Email	Yes	Login email address (max 255 characters; read-only when editing)
Display Name	Yes	Name displayed in the application (max 255 characters)
Title	No	Job title or description (max 255 characters)
Phone Extension	No	Internal extension
Employee	No	Link this user to an employee record
Roles	No	One or more roles to assign — determines what the user can access

User Actions

Action	Description
Create User	Add a new user (sends an invitation email)
Edit User	Modify user details and role assignments
Delete User	Permanently remove the user account
Resend Invitation	Resend the invitation email to a user with Invitation Pending status
Reset Password	Set a new password directly or trigger a password-reset email

Reset Password Dialog

Choose one of two methods:

Option	Description
Initial Password	Enter and confirm a new password (minimum 8 characters) directly
Email	Send the user a password-reset link via email

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4.2 Roles

Roles control what each user can see and do. Assign one or more roles to each user.

Role List

Displays all defined roles. Each row shows the role name and actions.

Create / Edit Role

Field	Required	Description
Name	Yes	Role name (max 255 characters)

After creating or opening a role, use the Permissions section to configure exactly what the role can do. Permissions are organized by category (module). Toggle individual permissions on or off using the checkboxes. Enable bulk edit mode to modify all permissions at once.

Permissions and Overrides Tabs

The Create / Edit Role dialog has two tabs that determine what the role grants:

Tab	Purpose
Permissions	Toggle the individual permissions the role grants, organized by category (module). This is the tab described above.
Overrides	Attach one or more Permission Override Sets to the role, applying their field-level rules to everyone who holds the role.

The Overrides tab lists every defined override set with its Name and an Enabled checkbox. Check a set to attach it to the role; uncheck it to remove it. For a brand-new role, all sets start unchecked; when you open an existing role, the checkboxes reflect which sets are already attached.

1. Open Administration → Roles and create a new role or click Edit on an existing one.

2. Enter or confirm the role Name, then select the Overrides tab.

3. Check the Enabled box next to each override set you want this role to apply, and uncheck any you want to remove.

4. Click Save. The selected override sets are attached to the role (and any you unchecked are detached), and they take effect for every user assigned the role.

Note

Override sets are attached to roles here, not to individual users. A user is affected by an override set only through a role assigned to them. To create or edit the override sets themselves (their field-level rules), use Permission Overrides (see section 4.3).

Role Actions

Action	Description
Create Role	Define a new role
Edit Role	Modify the role name and permissions
Copy Role	After a confirmation prompt, create a duplicate of an existing role with all its permissions and assigned override sets. The copy is automatically named <Original Name> - Copy (rename it afterward via Edit Role)
Delete Role	Remove the role — users assigned only this role will lose the associated access

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Edit All Roles (Permission Matrix)

The Edit All Roles action opens a full-screen matrix for comparing and changing the same permission across every role at once. Use it when you want to grant or revoke a specific permission for several roles together, rather than opening each role one at a time.

Navigation: Administration → Roles → Edit All Roles (pencil button in the top-right of the role list, next to Create Role)

The matrix lists one row per permission and one column per role:

Column	Description
Category	The module/category the permission belongs to. Rows are grouped by category, and the Category and Name columns stay pinned to the left as you scroll across roles.
Name	The individual permission (for example, the Create / View / Edit / Delete entries for a model).
One column per role	A checkbox for each role. Check the box to grant that permission to that role; clear it to revoke it. The column header shows the role name, and columns are ordered by role name.

1. From the role list, click the Edit All Roles (pencil) button in the top-right header.
2. Scroll to the permission row you want to change. Rows are grouped by category to help you find related permissions.
3. Check or clear the checkbox in each role’s column to grant or revoke that permission for that role.
4. Click Save to apply the changes to all roles at once, or Close to discard them.

Caution

Edit All Roles covers standard permissions only. Permission Override Sets are not shown or edited here — assign those through the Overrides tab of the individual role editor (see 4.3 Permission Overrides).

Note

The Edit All Roles button is available only to users whose role grants Edit Roles. The save replaces each role’s permission assignments with whatever is checked in the matrix, so every box reflects the role’s resulting permissions exactly as shown when you save.

4.3 Permission Overrides

Permission Override Sets allow fine-grained access control beyond the standard role system. They can enable or disable read or update access to specific model fields. Override sets are assigned to roles (via the Overrides tab of the role editor) and apply to field-level controls only. A user is affected only through the roles assigned to them; override sets cannot be attached directly to an individual user.

Override Set List

Displays all defined override sets by name.

Create / Edit Override Set

Field	Required	Description
Name	Yes	Descriptive name for this override set

Override Rules — Each set contains one or more rules:

Field	Description
Model	The data model this rule applies to
Type	Field-level override (screen-level overrides are not applied at runtime)
Field	The specific field within the model
Value	Enabled (1) or Disabled (0)
Permission	Read or Update

A new override row appears automatically when you start filling in (focus) the last row. Use the delete (trash) icon at the end of each row to remove that rule.

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4.4 Scheduling Boards

Scheduling Boards define which users and schedulable employees appear on each board in the scheduling interface.

Board List

Displays all boards by name.

Create / Edit Scheduling Board

Field	Required	Description
Name	Yes	Board name

Users — Add system users who can view and interact with this board. Each row shows display name, username, and title.

Employees — Add schedulable employees (technicians/staff) who appear as resources on this board.

Use the Add User and Add Employee buttons to assign members. Use the row delete button to remove them.

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4.5 Form Templates

Form Templates define the structure of custom data-collection forms that can be attached to work orders, service records, and other documents.

Template List Columns

Column	Description
Name	Template name
Description	Description of the template’s purpose
Form Type	The type of form (determines where it can be used)
Signature Required	Whether the form requires a signature to submit
Enforce Required	Whether required fields block submission if empty
Active	Whether the template is currently available for use

Create / Edit Form Template

Header Fields

Field	Required	Description
Name	Yes	Template name
Description	No	Description of the template’s purpose
Form Type	No	Classification that determines where this form appears
Require Signature	No	Whether the form requires a signature to submit
Enforce Required	No	Whether required fields block submission if empty
Is Active	No	Whether the template is available for use

Field Editor

The field editor has two panes. The left Fields pane lists the fields on the form — drag rows to reorder them, click a row to select it, and use Add Field to add a new one. Selecting a field opens the Configure Field pane on the right, where you set:

Setting	Required	Description
Field Type	Yes	Data type — see options below
Label	Yes	Display label shown to the user
Field Name	No	Internal identifier for the field. Editable only when the Form Type is PDF; for other form types it is read-only
Is Required	No	Whether this field must be filled before submission
Meta	No	Type-specific configuration (options for radio buttons, precision for decimals, etc.)

PDF Template Upload

In addition to manually defining fields, you can upload a PDF template file to a form template. The system extracts the fillable form field names from the PDF and stores them with the template. When this form is attached to a work order, the extracted PDF fields are automatically populated with data from the work order (customer name, site address, work order details, etc.), reducing manual data entry.

1. Set the Form Type to PDF — the upload control only appears for PDF form templates.
2. Click Upload PDF (it becomes Re-upload PDF once a PDF is attached).
3. Select a PDF file containing fillable form fields.
4. The system reads the PDF and extracts the form field names, reporting how many were detected.
5. The extracted field names become available to associate with the template’s fields.

Field Types

Type	Description
string	Text input
decimal	Decimal number
money	Currency amount
date	Date picker
int	Integer number
boolean	Yes/No checkbox
percent	Percentage value
time	Time input
email	Email address
picture	Image upload
radio	Radio button group (configure options in Meta)
equipment	Equipment selector

Form Template Actions

Action	Description
Create Form Template	Define a new form template
Edit Form Template	Modify the template name, fields, and settings
Copy Form Template	After a confirmation prompt, create a duplicate of an existing form template with all its fields and settings. The copy is automatically named <Original Name> - Copy
Delete Form Template	Remove the form template

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4.5.1 Form Type — Checklist vs PDF

Form Type is not a free-text classification — it is a two-option radio that switches the template between two distinct modes. Choose the mode when you first create the template.

Form Type	What it does
Checklist	A plain data-collection form built only from the fields you define. No PDF is involved, and the Field Name mapping and Require Signature options stay disabled.
PDF	Backs the template with an uploaded fillable PDF (AcroForm). This enables the Upload PDF control, the Require Signature checkbox, and the per-field Field Name mapping used to tie each of your fields to a field in the PDF.

Form Type is fixed after creation

The Checklist / PDF radio is locked once the template has been saved — you can change it only while creating a new template. To switch an existing template to the other mode, create a new template (or copy this one) with the desired Form Type.

The Require Signature checkbox can only be turned on for a PDF template; switching the Form Type away from PDF automatically clears Require Signature and removes any Field Name mappings you had entered.

4.5.2 Per-Field Validation (Field-Specific Configuration)

When you select a field in the Configure Field pane, a Field-Specific Configuration area appears below the field type and label. The controls shown here depend on the field type, and they let you set validation limits beyond just marking the field required:

Field Type	Field-specific configuration
string	Min Length and Max Length (character counts)
decimal, money, percent	Min, Max, and Decimal Places
int (Number)	Min and Max
date	Min Date and Max Date
radio	Options editor — use Add Option to add a choice, type each option’s label, and use the delete icon to remove an option
boolean, time, email, picture, equipment	No additional configuration (the pane shows “No additional configuration required for this field type”)

The template will not save while a field’s limits are inconsistent. Saving is blocked, and an error naming the field is shown, when: a Min is greater than or equal to its Max, a minimum length/value is negative, a maximum is zero or less, a Min Date falls after its Max Date, or a radio field has no options or an option with a blank label.

Field type is locked on existing fields

The Field Type of a field that was already saved on the template cannot be changed when you edit the template — only newly added fields have an editable type. To change an existing field’s type, delete it and add a new field.

4.5.3 Mapping a PDF Field to a Field

For PDF templates, after you upload a PDF the system extracts its fillable field names and offers them when you configure each field, so you can map your form’s data onto the PDF.

1. Set Form Type to PDF and upload a PDF (see PDF Template Upload above). The detected field names become selectable.
2. Select a field in the Fields pane.
3. In the Field Name box, pick a PDF field name from the list (or type one). A name already used by another field is marked (in use) in the dropdown.
4. For a field whose type is equipment, map three PDF fields instead of one — Model Field, Serial Field, and Manufacturer Field — so the equipment’s model, serial number, and manufacturer each fill their own PDF field.

To see which PDF field names ServiSuite can auto-fill, open the Mapping Legend (the book icon in the template list header). It lists each recognized PDF Field Name with its description, type, and category; name the form fields in your PDF to match these values so they auto-fill during invoice generation. A search box filters the list.

4.6 Custom Fields

Custom Fields lets you add organization-specific data fields to standard system records without code changes.

Model List

Displays all models that support custom fields. Click any model to expand and manage its fields.

Custom Field Grid (per Model)

Each row in the field grid is editable:

Column	Required	Description
Name	No	Field identifier displayed in the UI
Type	No	Data type: String, Boolean, Date, Model, Decimal, or Enum
Meta	No	Type-specific config: for Model — which model to look up; for Decimal — decimal places; for Enum — the list of selectable options
Default Value	No	Pre-filled value when a new record is created
Is Required	No	Whether the field must be filled before saving the record

Use the Add Row button to add a new field and the row delete button to remove one. Click Save to persist all changes.

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4.7 Tags

Tags are color-coded labels that can be applied to records across multiple modules for categorization and filtering.

Tag List Columns

Column	Description
Label	Tag name
Color	Displayed as a colored swatch
Applicable Models	The record types this tag can be applied to

Create / Edit Tag

Field	Required	Description
Label	Yes	Tag name (max 255 characters)
Color	Yes	Hex color selected via a color picker
Applicable Models	No	One or more models where this tag can be used (e.g., Customer, Work Order, Lead, Equipment)

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4.8 Attachment Access Classes

Attachment Access Classes control which roles can view specific uploaded documents. Assign an access class to an attachment to restrict visibility.

Access Class List

Displays all defined classes by name.

Create / Edit Access Control Class

Field	Required	Description
Name	Yes	Descriptive class name
Roles	No	Roles that are permitted to view attachments in this class

Only users in the assigned roles will be able to open or download attachments tagged with this class.

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4.9 Manage Sessions

View and manage all currently active login sessions.

Session List Columns

Column	Description
Session ID	Unique identifier for the session
User	Display name of the logged-in user
Expiration	Date and time when the session will automatically expire

Actions

Kill Session — Immediately terminates the selected session, logging out that user. A confirmation prompt is shown before the action is taken.

Sessions are filtered by your current organization, so you only see sessions belonging to users in your organization.

This screen is read-only except for the Kill Session action. It is useful for security incident response or when a user needs to be forced out of the system.

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4.10 Printers

Configure network printers used for check printing, label printing, and other document output.

Printer List Columns

Column	Description
Name	Printer friendly name
Host	Hostname or IP address
Port	Network port number
Type	Printer type classification
DPI	Dots per inch resolution

Actions

Action	Description
Create Printer	Add a new printer configuration
Edit Printer	Modify an existing printer’s settings
Delete Printer	Remove the printer — requires confirmation

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4.11 Email Blast

Send a bulk internal email to all users in one or more roles.

Form Fields

Field	Required	Description
Roles	Yes	One or more roles to send to — select All Roles to target everyone, or choose individual roles. At least one must be selected.
Only Active Users	No	When checked, the email is sent only to users who are currently logged in (have an active session), not to all users whose account status is Active
Subject	Yes	Email subject line
Body	Yes	Email body text

Click Send to deliver the email. A confirmation notification appears on success and the form resets.

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4.12 Integrations

Navigation: Administration → Integrations

Connect third-party services to the application. The Integrations screen displays a card-based layout — each integration appears as a card showing the service logo, a status badge (Connected in green or Available in blue), and the relevant action buttons. Connected integrations are indicated by the green Connected badge along with Configure and Unlink buttons.

Stripe

Accept online payments through Stripe. Connects via Stripe OAuth.

Action	Description
Connect	Initiates the Stripe OAuth authorization flow — redirects to Stripe’s hosted authorization page where you sign in and grant access
Configure	Opens configuration settings for the Stripe integration (available only when connected)
Disconnect	Removes the Stripe account link after confirmation

Stripe Configuration

Field	Required	Description
Auto Cash Receipt	No	Toggle exists but is not checked at runtime; cash receipts are always posted when Payment Type is configured
Payment Type	No	AR payment type to use for auto-created cash receipts

Stripe Integration Details

When Stripe is connected, the following capabilities are enabled across the application:

• Customer Payment Links — ServiSuite can generate and email a customer payment link for service contract renewals. The customer opens a ServiSuite-hosted payment page (which uses Stripe to capture the card) and, when paid, the payment is automatically recorded and applied to the contract’s underlying invoices.
• Work Order Payments — Service technicians can collect credit card payments on work orders through the mobile app using the connected Stripe account.
• Auto Cash Receipt — When a Payment Type is configured, a Stripe payment automatically creates a cash receipt in AR, applying it to the corresponding invoice.
• Email Stripe Receipts — After a successful Stripe payment, payment receipts can be emailed to customers directly from the application.

The Stripe OAuth flow redirects to Stripe’s authorization page, where the administrator signs in with their Stripe account credentials and grants the application access. Upon successful authorization, the integration status changes to Connected and the Configure button becomes available.

Ring Central

Cloud communication and phone system integration.

Action	Description
Connect	Initiates the Ring Central OAuth authorization flow — redirects to Ring Central’s authorization page
Disconnect	Immediately revokes and removes the Ring Central account link (no confirmation prompt)

Ring Central Integration Details

When Ring Central is connected, the following capabilities are enabled:

• Inbound Call Handling — When an inbound call is answered, an Incoming Call popup appears in the application showing the caller’s phone number, and the call is recorded against the matched customer.
• Call Logging — Answered inbound calls are captured as call records and matched to a customer. A CRM communication entry is created when a user links a call to a work order; outbound calls are not auto-logged.
• Caller ID Matching — Incoming calls are matched by phone number to existing customer (and customer site) records, providing instant context to the person answering. Lead records are not matched.

The Ring Central OAuth flow redirects to Ring Central’s authorization page. Upon successful authorization, the integration status changes to Connected and telephony features become available across the application.

Ask The Seal (ATS)

Third-party service integration for dispatch notification and tracking.

Action	Description
Connect	Opens the ATS configuration dialog
Disconnect	Removes the ATS connection

ATS Configuration

Field	Required	Description
Account ID	Yes	Account ID provided by Ask The Seal

When connected, the ATS integration sends appointment scheduling details (start and end times) and the assigned technician’s name to Ask The Seal when an appointment is dispatched. This enables real-time technician tracking and customer-facing ETA notifications through the ATS platform.

Podium

Customer messaging and review platform integration.

Action	Description
Connect	Opens the Podium configuration dialog
Disconnect	Removes the Podium connection

Podium Configuration

Field	Required	Description
Location ID	Yes	Location ID provided by Podium
Token	Yes	Authentication token provided by Podium

4.13 Audit Trail

Navigation: Available via Actions → Audit on supported record screens (Jobs, Customers, Vendors, Work Orders, Employees, etc.)

The Audit Trail provides a timestamped log of all changes made to a record. It shows who changed what, when, and what the old and new values were.

Audit Grid

Column	Description
Timestamp	When the change occurred (displayed in local time)
User	Display name of the user who made the change
Description	Summary of the change (e.g., “Updated Job”, “Created Contract”)

• Filter entries by Start Date/Time and End Date/Time (defaults to the last 1 month).
• Click the expand arrow on any row to see the Transaction Details — individual field-level changes with old and new values.

Transaction Detail Columns

Column	Description
Description	The field or relationship that changed
Old Value	The previous value (formatted by type — currency, date, percent, etc.)
New Value	The updated value

Change types include simple field updates, related record changes (e.g., changing the assigned customer), and one-to-many relationship changes (e.g., adding a contract line).

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4.14 Sidebar Additions

The main application sidebar includes the following utility links:

• Documentation — Opens the in-app documentation site in a new tab, providing access to user guides and process references.
• System Status — A status indicator dot and link that connects to the system’s uptime monitoring page (via Instatus integration), showing current service availability and any ongoing incidents.

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5. Utilities

The Utilities section provides operational tools and shared reference data.

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5.1 Hold Reasons

Define the reasons that can be used when placing a sales order, shipment, or vendor invoice on hold. Navigate to Utilities → Settings → Hold Reasons.

Hold Reason List Columns

Column	Description
Reason	The hold reason text
Applies To Sales Order	Whether this reason can be used on sales orders
Applies To Sales Order Shipment	Whether this reason can be used on shipments
Applies To Vendor Invoice	Whether this reason can be used on vendor invoices

Create / Edit Hold Reason

Field	Required	Description
Reason	Yes	Hold reason text (max 255 characters)
Applies To Sales Order	No	Checkbox
Applies To Sales Order Shipment	No	Checkbox
Applies To Vendor Invoice	No	Checkbox

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5.2 Manage Customer Duplicates

Find and merge duplicate customer accounts or site addresses. Navigate to Utilities → Manage Customer Duplicates.

Search Panel

Field	Description
Account Type	Search for duplicate Customer accounts or duplicate Site addresses
Grouping Method	Group duplicates by Address similarity or Name similarity

Click Get Duplicates to run the search. Results appear in the grid below the search controls.

Results Grid Columns

Column	Description
(checkbox)	Select records to include in a merge
Cust ID	Customer ID — click to open the customer record
Site ID	Site address ID
Name	Customer or site name
Address	Street address
Apt #	Secondary address line (apartment/suite)
City	City
State	State
Zip	ZIP code
Home Phone	Home phone number
Cell Phone	Cell phone number

Select two or more records to merge, then use the action buttons:

Action	Description
Show Impact of Merge	Displays a summary of all related records (AR transactions, work orders, invoices, contracts, etc.) that will be consolidated — review before merging
Merge Selected Accounts	Merges all selected records into a single master account. You will choose which record is the master; all related records from the others are moved to it. This action is irreversible — confirm carefully.

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5.3 Financial Calculator

An amortization calculator for loan and financing analysis. Navigate to Utilities → Financial Calculator.

Input Fields

Field	Description
Solving For	Select the unknown variable: Payment, Principal, Term, or Interest Rate — the selected field will be calculated from the others
Principal	Loan amount ($)
Interest Rate	Annual interest rate (%)
Payment	Periodic payment amount ($)
Term	Number of monthly payments
Start Date	Date of the first payment

Select the variable to solve for in the Solving For control. That field becomes disabled and is calculated automatically from the other values as you enter them. Click Generate Table to produce the amortization schedule, or Clear to reset all fields.

Amortization Schedule

Column	Description
Date/Period	Payment date or period number
Payment	Total payment amount
Interest Paid	Interest portion of the payment
Principal Paid	Principal portion of the payment
Principal Remaining	Loan balance after the payment
Cumulative Interest	Total interest paid to date
Cumulative Principal	Total principal paid to date
Cumulative Total	Total amount paid to date

The schedule includes yearly subtotal rows and a final grand total row summarizing total interest and principal paid.

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5.4 Data Import / Export

Many grid screens throughout the application support data import and export functionality.

Data Import

Screens with a data-import button (Document Posting, Manage Budget Amounts, and AP Post Invoice) support bulk-loading data from external files.

Action	Description
Download Template	Downloads a blank CSV/Excel template with the correct column headers for this screen’s data format
Upload Data	Upload a completed CSV or Excel file to import rows into the grid

The upload shows a progress indicator (0–100%) during processing. Imported data replaces or appends to the current grid contents depending on the screen.

Data Export

Most AG Grid-based list screens include an export tool panel with three output formats:

Format	Description
Excel	Exports the current filtered/sorted grid data as an .xlsx file
CSV	Exports as a comma-separated values file
PDF	Generates a formatted PDF document with color-coded rows and column headers

Exports respect the current filter and sort state — only visible rows are included in the output.

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5.5 Real-time Updates

The application uses WebSocket connections to deliver real-time data updates to all connected users. Changes made by one user are automatically reflected on other users’ screens without requiring a page refresh.

How it works:

• Each browser session maintains a persistent WebSocket connection to the server.
• When a record is created, updated, or deleted, the server publishes an event to all connected users in the same organization.
• The client automatically updates the affected grids, lists, and detail screens in real time.

Capabilities:

• Model updates — Record inserts, updates, and deletes are broadcast to all connected users, keeping list screens and detail views current.
• Ring Central call events — Inbound and outbound call notifications appear in real time when the Ring Central integration is connected.
• Session refresh — Authentication state changes are pushed to connected clients.

Connection management:

• Auto-reconnection with retry if the connection drops (up to 10,000 retries at 3-second intervals).
• Keep-alive ping/pong every 15 seconds to detect stale connections.
• Connections are automatically cleaned up when the browser tab is closed.

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5.6 User Settings

Per-user preferences for your own account, including your profile picture, interface appearance, sidebar behavior, your personal scheduling boards, and your default organization.

Navigation: Click your avatar in the top-right corner of the application and choose User Settings from the dropdown menu.

The User Settings area has a left-hand navigation panel with three items:

Item	Description
Profile	Your profile picture, appearance, and sidebar preferences, plus your default organization
Scheduling Boards	Your personal scheduling boards and the order of employees on each
Servisuite Plugin	Downloads the Servisuite Helper installer (used for local printing and other desktop integrations)

These settings apply only to your own user account.

Profile

The Profile screen lets you set a profile picture, toggle appearance and sidebar preferences, and select your default organization. Each toggle is saved immediately when changed, and a confirmation message appears once the change is stored.

Profile picture

Click the avatar area (labeled Click to upload a file when empty) to choose an image file. After selecting an image you can adjust it with the Zoom and Rotate sliders. Use the save button to apply the picture or the delete button to remove the selected image. Your updated picture appears on your avatar throughout the application.

Preference toggles

Toggle	Description
Dark Mode Enabled	Switches the application interface to a dark color theme
Sidebar Links New Tab	Opens sidebar navigation links in a new browser tab
Collapsed Sidebar On Login	Starts each session with the sidebar collapsed
Auto Collapse Sidebar Categories	Automatically collapses other sidebar categories when you expand one
Close Sidebar On Link Click	Closes the sidebar automatically after you click a navigation link

Each toggle is off by default until you change it.

Default Organization

Use the Default Organization selector to choose which organization you are signed in to by default. Selecting an organization updates your default immediately and shows a confirmation message.

Scheduling Boards

The Scheduling Boards screen lists the scheduling boards available to you, showing each board’s name and whether it is your default. Use the edit action on a board to manage it:

1. On the Scheduling Boards screen, click the Edit action on the board you want to change.

2. In the edit dialog, drag employee rows to set the order in which employees appear on that board.

3. Check Set as Default Board if you want this board to be your default.

4. Click Save to apply your changes, or Cancel to discard them.

Servisuite Plugin

The Servisuite Plugin item downloads the Servisuite helper installer (servisuite-helper.msi). Clicking it opens the installer download directly; no further selection is required.

1. Open the user avatar menu in the top bar and choose User Settings.
2. In the left navigation panel, click Servisuite Plugin.
3. Save and run the downloaded servisuite-helper.msi installer.

Note

The installer is a Windows .msi package.

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5.7 User Settings — Scheduling Boards

Each user can personalize the scheduling boards they have been given access to: choose which board opens by default for them, and set the order in which employees appear on a board. These are personal settings — they only affect the signed-in user and do not change the shared board configuration that administrators manage under Administration → Scheduling Boards (4.4 Scheduling Boards).

Navigation: User avatar menu (top right) → User Settings → Scheduling Boards

The screen lists every scheduling board you have access to.

Board List Columns

Column	Description
Scheduling Board	The name of the board
Default	Whether this board is currently set as your default board
(Edit)	The Edit action — opens the personalization dialog for that board

Edit Scheduling Board Dialog

Click the Edit (pencil) icon on a board to open the Edit Scheduling Board dialog.

Field	Description
Set as Default Board	When checked, this board becomes your default board
Employee list	A drag-to-reorder grid of the employees configured on this board; the order you set here is the order in which they appear for you

To personalize a board:

1. From the user avatar menu, choose User Settings, then select the Scheduling Boards tab.
2. Click the Edit (pencil) icon on the board you want to personalize.
3. To make this your default board, check Set as Default Board.
4. Drag employee rows up or down to set the order in which they appear for you on that board.
5. Click Save. A confirmation message appears, or Cancel to discard your changes.

Note

You can have only one default scheduling board at a time. Setting a board as your default automatically clears the default flag from any other board you had marked as default. These settings are personal and do not change which employees or users belong to the board — that is controlled by an administrator under Administration → Scheduling Boards.

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5.8 Shipment Generation Labels

Print a shipment label for a From and To location to a PCL printer. Navigate to Utilities → Shipment Generation Labels to open the Print Shipment Generation Label dialog.

The printed label is titled “SHIPMENT GENERATION LABEL” and shows the From and To locations along with a scannable Data Matrix barcode that opens the corresponding shipment.

Form Fields

Field	Required	Description
From Location	Yes	The originating location. Search by location ID or description.
To Location	Yes	The destination location. Search by location ID or description.
PCL Printer	Yes	The printer to send the label to. Only printers with a type of PCL are listed.

Printing a Label

1. Open Utilities → Shipment Generation Labels.

2. Select the From Location and To Location.

3. Select the PCL Printer to print to.

4. Click Print. A confirmation message (“Label printed”) appears when the label is sent to the printer.

The printed label lists each location as its ID, followed by ” - ” and the location description when a description is present. The label’s barcode encodes the From and To location IDs so it can be scanned to open the matching shipment.

If no PCL printer appears in the list, no printer of type PCL has been configured. Printers and their types are managed under Administration → Printers (see 4.10 Printers).

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6. Permissions

Administration Permissions

Permission	Description
View User	View the user list
Create User	Create new user accounts
Edit User	Edit user details and role assignments
Delete User	Remove user accounts
View Role	View the roles list
Create Role	Create new roles; required to copy a role
Edit Role	Edit role names and permissions
Delete Role	Remove roles
Read Permission Overrides	View permission override sets
Create Permission Overrides	Create new override sets
Update Permission Overrides	Edit override sets
Delete Permission Overrides	Remove override sets
Read Printers	View the printer list
Create Printers	Add new printers
Update Printers	Edit printer configurations
Delete Printers	Remove printers
View Access Control Class	View attachment access classes
Create Access Control Class	Create new attachment access classes
Edit Access Control Class	Edit attachment access classes and their assigned roles
Delete Access Control Class	Remove attachment access classes
Manage Scheduling Boards	Create, edit, and delete scheduling boards
Manage Form Templates	Create, edit, and delete form templates
Manage Custom Field Definitions	Add and modify custom fields on system models
Manage Tags	Create, edit, and delete tag definitions
Manage Sessions	View active sessions and kill sessions
Internal Email Blast	Send bulk emails to users by role
Manage API Integrations	Connect, configure, and disconnect third-party integrations

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7. Worked Examples

Example 1: Setting Up a New Employee User

Scenario: Kevin (Admin) needs to create a system login for Maria Garcia, who has been hired as the new AP Clerk at Precision Mechanical.

Step 1 — Create the user account:

1. Navigate to Administration → Users and click Create User.
2. Enter:
   • Email = maria.garcia@precisionmech.com
   • Display Name = Maria Garcia
   • Title = AP Clerk
3. Link Employee = Maria Garcia (from the Payroll employee record).
4. Assign Roles = AP Clerk.
5. Click Create. An invitation email is sent to Maria’s email address.

Step 2 — Verify role permissions:

1. Navigate to Administration → Roles and click AP Clerk to review.
2. Confirm the role grants:
   • Vendor: Create, Read, Update ✓
   • Vendor Invoice: Create ✓
   • Pay Invoices (Misc): ✓
   • Issue Check (Misc): ✓
   • AP Key Off (Misc): ✓
   • AP Apply Prepayments (Misc): ✓
   • Bank Reconciliation: Create, Update ✓
3. Confirm the role does NOT grant:
   • Payroll: any ✗
   • GL Settings: Update ✗
   • Job: Create/Update/Delete ✗

Step 3 — Maria accepts invitation:

1. Maria clicks the link in the invitation email.
2. Sets her password (minimum 8 characters).
3. Logs in. She sees:
   • Accounts Payable menu (full access)
   • General Ledger menu (read-only, per role)
   • No Payroll, no Job Costing, no Administration menus

Step 4 — Add a permission override (optional): If Maria needs to view (but not edit) job cost data for invoice distribution:

1. Kevin navigates to Administration → Permission Overrides and clicks +.
2. Name = AP Clerk - View Jobs.
3. Add rule: Model = Job, Field = (select a Job field), Permission = Read, Value = Allow.
4. Assign this override set to Maria’s user.

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Example 2: Customer Duplicate Detection and Merge

Scenario: Kevin notices that Greenfield Construction has two customer records in the system — one entered as “Greenfield Construction” and another as “Greenfield Const.” — causing split AR history.

Step 1 — Find duplicates:

1. Navigate to Utilities → Manage Customer Duplicates.
2. Set Account Type = Customer, Grouping Method = Name.
3. Click Get Duplicates.
4. Results show two matching records:

Cust ID	Name	Address	Balance
C-1020	Greenfield Construction	450 Industrial Pkwy	$17,000.00
C-1087	Greenfield Const.	450 Industrial Parkway	$3,500.00

Step 2 — Review merge impact:

1. Select both records using the checkboxes.
2. Click Show Impact of Merge. The impact summary shows:
   • C-1020 (Greenfield Construction): 24 sales invoices, 3 jobs, 5 work orders, 8 proposals, plus AR and other related-record counts
   • C-1087 (Greenfield Const.): 2 sales invoices, 0 jobs, 1 work order, 0 proposals, plus AR and other related-record counts

Step 3 — Merge:

1. Click Merge Accounts.
2. On the Select Account to Merge Into screen, select C-1020 (Greenfield Construction) as the master record (it has the most history and the correct name), then click Next.
3. Review the Data Moving with Transfer screen, which shows the related-record counts that will move into the master.
4. Click Merge.

Result:

• C-1087 no longer exists.
• C-1020 (Greenfield Construction) now shows:
  • 26 invoices (24 + 2 merged)
  • 3 open jobs
  • 6 work orders (5 + 1 merged)
  • 13 cash receipts (12 + 1 merged)
  • Combined balance: $20,500.00
• AR aging and customer statements now reflect the complete history under one record.

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8. Business Rules

Rules are grouped by category. Each rule has an ID for cross-referencing.

Constraints

• BR-ADM-C1: Role Union — A user with multiple roles has effective permissions = union of all assigned role permissions.
• BR-ADM-C2: Override Specificity — Permission overrides enable or disable field-level access at a granularity finer than roles; resolution is last-write-wins.
• BR-ADM-C3: Merge Irreversibility — Customer duplicate merges are permanent and cannot be undone.

Automations

• BR-ADM-A1: Invitation Email — Creating a new user auto-sends an invitation email with a password-setup link.
• BR-ADM-A2: Role Cascade — Modifying a role’s permissions instantly updates access for every user assigned to that role.
• BR-ADM-A3: Custom Field Propagation — A custom field added to a model (e.g., Customer) immediately appears in all modules using that model.
• BR-ADM-A4: Required Field Enforcement — Custom fields marked “Required” block record saves across all modules until filled.

Workflows

• BR-ADM-W1: User Onboarding — Admin creates user → Assigns roles → Invitation sent → User sets password → Access granted per roles.

• BR-ADM-W2: Duplicate Merge — Find Duplicates → Review Impact → Select Master → Confirm Merge → All records consolidated.

• BR-ADM-A5: Audit Trail Logging — All changes to supported records (Jobs, Customers, Vendors, Work Orders, Employees) are automatically logged with the user, timestamp, and field-level old/new values.

• BR-ADM-A6: Real-time Data Sync — Record inserts, updates, and deletes are broadcast to all connected users in the same organization via WebSocket, keeping list screens and detail views synchronized without manual refresh.

Cross-Module Effects

• BR-ADM-X1: Scheduling Board Config — Board definitions determine which employees appear on Service dispatch and scheduling boards.
• BR-ADM-X2: Integration Effects — Connected integrations affect other modules: Stripe payments appear in AR, Ring Central calls appear in CRM.
• BR-ADM-X3: Tag Cross-Module — Tags defined in Administration can be applied to records in AR, CRM, Service, and other modules.

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9. Troubleshooting / FAQ

Q: A user can’t access a screen they need — they don’t see it in the menu. Check the user’s assigned Roles and verify the role grants the necessary permissions for that screen. If the user needs access to one screen that their role doesn’t cover, consider adding a Permission Override rather than changing the entire role (BR-ADM-C1, BR-ADM-C2).

Q: I changed a role’s permissions but users still see the old access. Role permission changes take effect immediately (BR-ADM-A2). The user may need to refresh their browser or log out and log back in. If the issue persists, check whether a Permission Override is overriding the role grant — override resolution is last-write-wins.

Q: A custom field I created isn’t appearing on the form. Custom fields propagate to all modules that use the target model immediately (BR-ADM-A3). If you don’t see it, verify you selected the correct Model (e.g., Customer, Work Order, Job). Also check whether the field has a display condition that hides it in certain contexts.

Q: Users can’t save records — “required field” error for a custom field. Custom fields marked Required block record saves across all modules until filled (BR-ADM-A4). If the field was added after existing records were created, consider making it optional or providing a default value. Otherwise, users must fill it on every create and edit.

Q: A hold reason isn’t showing in the dropdown on a specific document. Hold reasons are scoped to specific document types. Check the hold reason’s Applies To checkboxes in Utilities → Settings → Hold Reasons and enable it for the document type where it should appear.

Q: I’m worried about merging customer duplicates — what if I pick the wrong master? Customer merges are permanent and cannot be undone (BR-ADM-C3). Always use Show Impact of Merge first to review how many related records (invoices, work orders, cash receipts, proposals) will be affected. Select the record with the most complete history and correct name as the master.

Q: The invitation email wasn’t received by the new user. Check the email address for typos. The invitation auto-sends when the user is created (BR-ADM-A1). If the address is correct, check the user’s spam/junk folder. You can resend the invitation from the user’s record.

Q: An integration (Stripe, Ring Central) isn’t working after configuration. Verify the integration credentials and connection status in Administration → Integrations. Each integration requires specific API keys or OAuth tokens. Test the connection before expecting it to function across modules. Stripe affects AR payments; Ring Central affects CRM communications (BR-ADM-X2).

Q: How do I view the audit history for a record? Navigate to the record’s detail screen (e.g., View Job, View Customer) and select Actions → Audit. The audit trail shows all changes with timestamps, the user who made the change, and old/new values for each field (BR-ADM-A5). Use the date range filter to narrow results — it defaults to the last 1 month.

Q: Changes made by another user aren’t appearing on my screen. The application uses real-time WebSocket updates to keep screens synchronized (BR-ADM-A6). If changes are not appearing, check your network connection — the WebSocket may have disconnected and is attempting to reconnect. Refreshing the browser will re-establish the connection.

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10. Tips & Notes

• Role design: Keep roles focused on job functions (e.g., “AP Clerk”, “Sales Manager”) rather than creating one role per person. Multiple roles can be assigned to a single user when someone covers multiple functions.

• Copying roles: Use Copy Role when creating a new role that is similar to an existing one — it duplicates all permission settings and you only need to adjust the differences.

• Custom fields vs. form templates: Use Custom Fields to add persistent data fields to standard records (stored and searchable). Use Form Templates for structured data-collection forms attached to work orders or service visits (captured at the time of service).

• Tags vs. custom fields: Tags are lightweight labels for filtering and categorization — a record can have many tags. Custom fields are for storing specific named values. Use tags for status flags, groupings, or free-form categories; use custom fields for structured data you need to query or report on.

• Permission overrides: Override sets are for edge cases where a specific user or situation needs access that differs from their role’s default. Keep override sets minimal and well-documented to avoid confusion.

• Attachment access classes: Attachments are scoped to an access control class and are visible only to users whose roles are assigned to that class. The visibility check requires an overlap between the class’s roles and the viewer’s roles, so an attachment with no access class assigned has no matching roles and is not broadly visible. Assign an access class to restrict a document to specific roles (e.g., HR-only files on an employee record).

• Kill session carefully: Killing a session immediately logs out that user without warning. Use this for security purposes (e.g., a former employee whose account has not yet been deactivated) or when a user is locked in a stuck session.

• Email Blast: The Email Blast goes to system user email addresses — it is for internal staff communication only, not for customer-facing messages. It targets users by role, so role assignments must be current for the right people to receive it.

• Customer duplicate merges: The merge operation is permanent and cannot be undone. Always use Show Impact of Merge first to review how many related records will be affected. Verify that you have selected the correct master account before confirming.

• Financial Calculator: The calculator is a standalone planning tool — it does not create any records in the system. Use it to model loan terms, compare payment scenarios, or verify financing structures before entering them elsewhere.

• Hold reasons scope: A hold reason only appears as an option on the document types it is configured for. If a hold reason is not showing up in a dropdown, check that the correct Applies To checkboxes are enabled in Utilities → Settings → Hold Reasons.

Viewing Audit History

1. Navigate to the record’s detail screen (e.g., View Job, View Customer, View Vendor).
2. Click Actions and choose the record-specific audit option (e.g. Audit Job, Audit Customer, Audit Vendor) to open the audit trail.
3. Adjust the Start Date/Time and End Date/Time to filter the range of changes you want to review (defaults to the last 1 month), then click Search.
4. Click the expand arrow on any row to see field-level changes with old and new values.