Administrator guide

For Owners and Managers who configure the business. It covers Settings, modules, roles, team, billing, and your security/privacy responsibilities.

Required permissions: Edit business settings & branding (settings.manage) for Settings; Manage plan & billing (billing.manage) for billing; Add / edit team members and Manage roles & permissions for the team.

1. Business settings

Settings → General. Settings is organised into tabs, and each tab answers one question. Modules comes first because it decides which of the other tabs you even see; the screen still opens on General.

General

Who you are, when you're open, and the details that appear on your booking page, emails and invoices.

• Business name and tagline.
• Opening / trading hours, used by availability and the calendar.
• Timezone, make sure this is correct; "today", schedules and digests depend on it.
• Daily email, the morning digest: turn it off for the whole business, or change the hour it arrives (your local time). If you have the Reminders tool on, Operations → Reminders has the same switch plus which days it goes out and what goes in it.
• Business & tax details, your ABN and GST-registered status. These appear on invoices and drive GST handling in Invoicing and the Accounting export.

AI

• Dashboard AI briefing, the short "here's your day" note on your dashboard.
• Keep working past your AI limit, pay-as-you-go and the spend ceiling.
• With the Assistant on: standing instructions and scheduled asks.

Data & security

Who can get at your information, and what happened to it.

• Security, whether two-factor sign-in is required for your whole team.
• Your data, download a complete copy of everything you have, any time.
• Recent changes, who changed pricing, payment, business details, modules or team roles, with a link to the full activity log.

Appearance (branding)

• Upload your logo and set its presentation style.
• Set your brand colours and fonts so the back-office and your public booking page feel like your business.

Wording (make it yours)

These wording controls do not sit in a tab of their own. They live inside the General tab and your booking/pricing tab (the one named after your booking word).

• What you call a booking (appointment, class, party, job, lesson…) and the people in it (clients, guests, members, patients…).
• The Recipes word (recipe, menu, service, product) and its unit.
• These flow through menus, pages and the AI assistant automatically.

Team

• Invite and manage staff (also at Team → Staff list).
• Mark yourself a solo operator to hide "invite your team" prompts.
• Time clock, whether your team clocks in and out, and the clock-in rules (rostered-shift requirement, early window, late grace, max shift, auto clock-out). This is separate from the Roster module: turning Roster off does not turn off clocking, and this switch works whether or not you use it.
• With Roster on: shift roles, the clock geofence, and the casual availability notice period.

Modules

• The Settings tab named Modules (not "Tools"): the on/off switch for every module, grouped (Assistant; Bookings & schedule; Your team; Getting paid; Operations & compliance; Food & stock).
• Turn on only what you need; switching is instant and reversible. Modules outside your plan are locked.

Per-feature flags: some modules have their own sub-toggles (e.g. Invitations & run-sheet's digital invitations, run-sheet, kitchen timing; deposit/pricing defaults; the booking opt-in prompt). Look within the relevant area's settings.

2. Modules & plans

• Plan controls which modules you may switch on; Settings → Modules controls which you actually use.
• Check Plan & billing for your live plan, price, team-member limit and inclusions, and to upgrade/downgrade.
• Solo = single-operator day-to-day toolkit; Business = everything, with 20 team members included and extra seats available to buy. (These names and contents are set by your provider and can change.) See Getting started › Plans.

3. Roles & permissions

Team → Staff list.

• Built-in roles: Owner (always full access, not editable), Manager, Supervisor, Staff, all but Owner are adjustable; create your own roles too.
• Permissions are fine-grained and only appear for modules you have on.
• Principle of least privilege: give each role only what it needs. Keep at least one trusted Owner.
• Full catalogue: User roles & permissions.

4. The team directory

Team → Staff list.

• Add staff, set each person's role, and manage access.
• Add member offers three ways in: Send invite (they pick Google, Microsoft or their own password), Set password (you hand them a temporary one), or No login (a record for someone who does not use the app).
• Someone with no email address? Choose No login and tick "…doesn't have an email address". They are still rostered, still accrue leave, still hold certifications, and they clock in and out on the kiosk with their own PIN, so their hours reach timesheets and payroll like anyone else. The only thing they miss is email, so no roster or leave-decision messages go out; their card says so rather than leaving you guessing. Add an address later and the emails start.
• Someone with no login cannot be made the owner: an owner who cannot sign in would lock the business out. Give them a login first.
• Removing someone's access shows them an "Access removed" message rather than deleting their history.
• New staff given a temporary password set their own on first login.

5. Billing & lifecycle

Plan & billing.

• See trial status / days remaining, current plan and what's included.
• Subscribe, upgrade or downgrade.
• If billing lapses, the back-office locks (data preserved) until reactivated.
• Account-level suspension is operator-controlled; contact support if you see "Account paused".

6. Security & privacy responsibilities

HappierBiz is built security-first, but you control how your business uses it:

• Least-privilege roles. Don't give everyone Manager. Review roles periodically and when staff leave.
• Remove access promptly when someone leaves (Team → Staff list). They lose access immediately; their records remain as history.
• Sensitive files belong in Documents (private storage + expiring links), not public buckets or shared drives.
• Banking & identity details for payments are entered on Stripe's secure pages, never collect or store them elsewhere, and never share them in chat or email.
• Marketing consent must be genuine, never pre-tick or assume it. The system records when/how consent was given; honour unsubscribes (handled automatically).
• Data isolation is automatic, no other business can see your data, but your internal access control is up to your role setup.

7. Data & records

• Customers are derived from bookings/invoices; deleting a customer removes notes/tags but keeps booking/invoice history as a business record.
• Leave balances are indicative only, your payroll system (e.g. Xero) is the source of truth.
• Timesheets export to a payroll CSV; invoices export to an accounting CSV (Xero/MYOB/QuickBooks).
• Safety keeps an exportable audit trail.

8. Recommended admin routine

Related: Quick-start · Roles & permissions · Troubleshooting