Administration

The Administration module is where you configure and govern the account itself — who can do what, how data is extended, what changed, and how billing and security work.

Access & people #

• Users, Roles & Permissions — staff accounts, roles, and permissions scoped to specific inventory locations.

Governance #

• Change History & Undo — a full audit trail of edits across the app, with one-click undo of tracked actions.
• Security & Data Privacy — how your data is isolated, protected, and handled.

Configuration & billing #

• Custom Fields — add your own attributes to records, inherited down category → Product → unit and similar chains.

• Account & Billing — plan, subscription, and billing management.

• Branding — set your business name and upload an account logo under Account Settings → Branding. Both appear on the customer portal, on your public booking pages, in the emails your customers receive, and as a letterhead on document PDFs, alongside each location's address and support contact.

  You can rename your business whenever you like — it is no longer fixed at sign-up. The change takes effect immediately, everywhere, and is recorded in your change history.

  Your web address does not move. Renaming changes what your business is called, not the subdomain you sign in at — every link and bookmark your customers hold keeps working. If you need the subdomain changed too, ask support.

Who can change what on Account Settings #

Account Settings opens to anyone with the manage settings permission — which the shipped Bookkeeper role carries — but the settings on it that your customers see are limited to your administrators. Anyone else sees those greyed, with a note saying who to ask, and the restriction holds whether the setting is changed from the screen or by any other route.

Administrators only	Anyone with manage settings
Business name	Portal welcome message
Logo	Auto-generate labels for units
Time zone	Auto-generate labels for products
Portal support email	Warn about overdue checkouts
Customer details customers can see and edit
Two-factor authentication rules
Vendor bill matching tolerances (shown to accounts with the Purchasing module)
Document numbering start
How rental days are counted (shown to accounts with the Rentals module)
Inventory settings (Basic or Advanced, Loans, Bins)

The line is whether the setting changes what the outside world sees or when it happens. Your time zone is the clock scheduled automation rules run on and the one a Location without its own time zone uses, and it is where a Location's own time zone starts when you switch appointments on (see Locations); your portal support email is where they are told to write — it is the address shown on the booking page, the confirmation, the calendar invite and every PDF, and a location's own support email is a staff inbox that is never shown; your name and logo are how they recognize you; and customer details decide what a customer may see and change of their own record in the portal. How rental days are counted decides how many days a customer is invoiced for (see Rental Agreements). The two-factor rules and the bill tolerances are there for a different reason — they are the controls that check the people who hold them. Inventory settings decide which parts of Inventory everybody on the account can use.

Inventory settings #

Under Account Settings → Inventory settings, an administrator can switch off parts of Inventory your organization doesn't use. Nothing is deleted: switch a part back on and everything in it is shown again.

• Inventory: Basic or Advanced — Advanced by default, which is everything. Basic is for an organization that isn't a warehouse. It hides these pages: Transfers and Scan Transfer, Stock Counts, Kits, the Reorder Queue, the Low Stock report, the Reorder Digest, the Expiring Stock and Valuation reports, and Automation Rules; and the Vendors page and the Gross Margin report, unless the account has Purchasing, which needs vendors and costs. It also hides the Low Stock and Valuation dashboard widgets. Opening one of those pages directly is refused, and the API and the connector refuse the same features' requests. Basic also hides the Reorder Points tab on a product or category, a product's Vendors tab unless the account has Purchasing, and a Location's Auto-create Purchase Orders setting. A Location's Inventory Source Locations and Locations I Supply tabs still show. In Basic a kit cannot be added to a new loan, rental, quote, sales order or invoice line, by picking or scanning it, and the API refuses one. A line that already has a kit keeps it unless you change it, and cannot be switched to a different kit. Converting a quote to a sales order, and Create Invoice on a sales order, keep the kits on their lines. In Basic a cost cannot be entered or changed on a product or a unit, in the form, the product import, the API or the connector, unless the account has Purchasing, which needs costs. A cost already recorded stays and shows, and sending it back unchanged is accepted. Undoing a cost change in the change log is refused as well. In Basic a unit's lot number and expiration date still show, but a new one cannot be entered, and a category cannot start tracking them. Serial numbers are unchanged. Basic also hides the Units of Measure page. In Basic you can still pick an existing unit of measure for a product; adding units is in Advanced. Automation rules already set up keep running, and the approvals rules ask for stay under Approval requests. Automatic reordering is paused while the account is on Basic, and the reorder digest and scheduled Low Stock and Valuation reports are not sent; those two reports are not offered for new schedules. Back on Advanced, reordering resumes and they are sent again. To send a survey when a loan comes back, set it on the survey: its Loan Returned trigger is not an automation, and Basic keeps it.

• Loans — on by default. Off hides loans, loan extension requests, the units-on-loan list and the customers-with-loans list from the menu, a customer's Loans tab, a Location's loan-only settings (auto-approving extensions and the due-date reminder), loan PDFs and the customer portal's loans. Loans are also no longer offered as an appointment's next step, a report, a label type, a survey or automation trigger, or a record type for custom fields, and scanning a loan's barcode in the mobile app, once it is released, finds nothing. Saved and scheduled loan reports and loan KPIs stop until Loans is back on. New automations and custom fields cannot be set up for loans; one already set up for them keeps that setting and can still be edited. Opening one of those pages directly is refused, the API and the connector refuse loan requests, and no loan due-date reminders are sent. Direct checkouts and their default period are unaffected.

• Bins — on by default. Off stops asking for a bin. A purchase order line you receive, a transfer arriving, a unit you check in or return (including on a loan or a rental), and a unit you add or find all go to the Location's Default Receiving Bin, and the bin choosers on those screens are gone. The Inventory Bins page, a Location's Bins tab and Scan Transfer are hidden. A Location with no Default Receiving Bin refuses with "This Location has no receiving bin." On the API and connector calls that receive, check in or return stock, bin_id becomes optional (bin_uuid on the mobile endpoints), and naming a bin other than the default is refused; the stock-count API, where stock counts are available, still takes whichever bin you name. Bins and the stock in them are kept, and a unit's bin is still shown where it is listed; switch Bins back on and the bin choosers, the Inventory Bins page, a Location's Bins tab and Scan Transfer come back.

Doing it from the API #

See API: Getting Started for authentication and token setup.

# List users
curl "https://your-domain.com/api/v1/users" \
  -H "Authorization: Bearer $TOKEN"