Frequently asked questions

Accounts & access

How do I log in? Go to your workspace's …/admin address and enter your email and password. See Getting started.

I forgot my password. Choose Forgot your password? on the login page, enter the email you sign in with, open the email from your business and press Continue, then choose a new password. A link that has expired or been used takes you back to the login page, which says so: ask for another there. See Getting started, logging in.

A staff member I added can't log in. If you gave them a temporary password, they're asked to set their own on first login. Make sure they're using the email you added.

The navigation only shows Dashboard and Messages. This is almost always a temporary session-sync issue, not lost data. Sign out fully and back in. If it persists, contact your administrator.

Why can't I see a page my colleague can? Either the module is off for your business, or your role doesn't include that permission. See Roles & permissions.

Can I belong to more than one business? Yes, use the workspace switcher (top-left) to move between them.

Plans & billing

What's the difference between Solo and Business? Solo covers day-to-day running (bookings, payments, invoicing, customers, roster and more) for a single operator. Business adds every other module, including the AI assistant, memberships, compliance, documents, team wellbeing and stock, and it includes 20 team members with the option to buy extra seats as you grow. Your live plan and price are on Plan & billing.

How much file storage do I get? Each plan includes file storage for everything you upload: photos, documents, receipts and signatures. Solo includes 5 GB and Business 25 GB. Photos are shrunk as they upload, so 25 GB holds roughly 125,000 of them. Plan & billing shows how much you have used, and you can add more room there as a pack on top of your plan (25 GB or 200 GB). You are warned at 80% and 90%; when storage is full, new uploads are refused until you add room, and nothing already stored is touched.

Is there a free trial? Yes, a no-card free trial. You subscribe when it ends to keep access.

What happens if my subscription lapses? Your team sees a reactivate screen and the back-office locks, but your data is kept safe. Re-subscribe to restore access.

What happens if my card payment for HappierBiz fails? Nothing stops straight away: the card is tried again over the next few days, and the owner is emailed. Open Plan & billing, press Update card, then Pay now to take the payment at once. If every retry fails the back office closes until you choose a plan again, and nothing is deleted.

Will you tell me before my card expires? Yes. A week before your plan renews, if the card on file runs out before then, the owner is emailed and Plan & billing shows Update card. A card that is still valid on the renewal day gets no email.

Where are my HappierBiz invoices? On Plan & billing, under Invoices, each with a PDF. If the subscription ends, the reactivate screen still lists them under Show past invoices.

A module is locked / greyed out. It isn't in your current plan. Upgrade on Plan & billing.

Modules & customisation

Do I have to use every feature? No. Every module is on/off per business. Turn on only what you need.

Can I rename things to suit my trade? Yes, bookings, the people in them, recipes/menu, categories, roles, prices, packages and more are all editable. If you find a fixed list you can't change, that's the exception, not the rule.

I changed a label and the menu wording changed too. Expected, the nav and pages follow your wording (e.g. "Appointments", "Services").

Bookings & customers

How do I take an extra or a platter off a booking? Open the booking and press Take off beside the extra, or Change numbers or extras under Change what’s booked. A platter chosen from your booking form's menu shows there too, with Change. The total and the balance move, and the customer is emailed what changed. You cannot edit the receipt or invoice: it follows the booking, and has a Change what’s booked link to it. See Bookings.

Can I keep my own information on each customer, like a birthday or an allergy? Yes. Add your own fields in Settings → Customers: text, a number, a date, a choice from your list, or yes or no. They show under More details on each customer. See Customers, 7k.

Can I see where my customers come from? Yes. Keep your list in Settings → Customers, pick it on each customer or ask on your booking page, and press Where they came from on Customers. See Customers, 7l.

Can a customer have two phone numbers? Yes: a Mobile and a Home or business phone, under Contact details on their record (and on Add customer). The mobile is the one bookings use; the second is kept beside it and found by search. See Customers, 7i.

What else can go with a booking? Questions and paid extras, a deposit, the staff and rooms it uses, reminders, a job for your team, guest invitations, and forms. The full list, with where each one is set, opens Bookings, under What can go with a booking.

Why is there a big empty box around the booking page on my website? The embed code was copied before the box sized itself to fit, or the line starting <script at the end of it is missing. Copy the code again from Settings → Website & embed and paste all of it over the old code: the box then grows and shrinks with the page. See Sharing your booking page, under The embed grows and shrinks to fit the page.

Can customers book an online session or video call? Yes. Add the link to your own Google Meet, Zoom, Teams or Zoho room under Settings → Connections → Video calls. Then, on each service that happens by video, turn on This happens online under Where it happens (the switch appears once the link is saved). Every booking then carries Join the call, which opens ten minutes before the start and stops working if the booking is cancelled. The call runs on your own account, so there is nothing extra to pay. On a free Google account a one to one Meet call can run for up to 24 hours; a free Zoom account ends every call at 40 minutes. See Bookings, A6.

Where do I get the link for my Google Meet, Zoom or Teams room? In Settings → Connections → Video calls, pick your app under Where to get your link for its steps, and Open takes you to it. Google Meet: choose New meeting, then Create a meeting for later, and copy the link. Zoom: Meetings, then Personal Room, and copy the invite link. Teams: in your Teams calendar, make a new event with Teams meeting turned on, on any day and time, as a Series that repeats every year with no end date, so it shows in your calendar once a year, and copy its join link. Zoho Meeting, Webex and Whereby are in Bookings, A6a, with how to keep customers waiting until you let them in.

Should my Teams meeting access be set to Everyone? No. In the meeting's Options, under Meeting access, set Who can bypass the lobby to Only organizers and co-organizers, and Who can admit from the lobby to organizers and co-organizers, so customers wait in the lobby and only you let them in. With Everyone, anyone holding the link walks straight into whichever appointment is on. See Bookings, A6a.

Does it matter if my Teams, Google or Zoom account is personal or for business? Either works, with the same steps. A free personal plan cuts calls short (Zoom at 40 minutes; Teams and Google Meet at 60 once three or more people are in). Join each call from the account that made the link, which is the one that can let customers in. A business account can have settings that stop outsiders joining, so once your link is saved, open it in a private window: you should reach the waiting room without being asked to sign in. See Bookings, A6a.

Can my team book or move someone at short notice? Yes. Min notice, Book up to and Bookings open on only apply to customers booking themselves. In New booking and Reschedule your team is offered every free time, starting at the time slot happening now, so a cancellation at 8am can go to your 1pm client at 8. See Bookings, A4.

Can I limit how many bookings I take in a day? Yes. Settings → [your booking word] & pricing → Daily limits caps a day across the services you pick, counted by bookings, by the people each booking brings, or by hours of work. A full day is not offered online, and your team can still book it. See Bookings, A9.

Can customers drop something off and collect it later, rather than book a time? Yes. On the service, Time & capacity → How it's booked → Dropped off. They pick a day and a drop-off time, and many can choose the same time. See Bookings, A8.

Can customers see their own bookings? Yes, once you switch on Your account, for customers in Settings → [your booking word] & pricing. They open it with a code sent to their email and see their bookings, the details you keep, what they signed and their invoices. See Bookings, E5.

Customers can't book online. Check the experience is Live, has spaces or equipment attached, and has open availability (use the experience's Availability preview). See Bookings.

A new booking's customer isn't in my Customers list. The directory groups by email; a booking without an email won't form a CRM record. See Customers.

Can I move or cancel a booking? Yes, open it in Bookings and use Reschedule or Cancel booking; the customer is notified.

Someone booked over the counter. Do I need to block that room out? No, just enter the booking: Calendar → New booking (or the same button on Bookings). It takes a real room and a real time, so the website stops offering that slot on its own and there is nothing to undo afterwards.

I'm away one Saturday and only want one room booked. How do I block out the others? Calendar → Block out. Pick the date, choose All day or Part of the day, then under What to block pick the space, or the thing you offer, that you want held back. Do it once for each one. Everything you did not name carries on selling, so the day can run on a single room. See Calendar.

Does blocking out time cancel bookings I already have? No. It stops new bookings only. Anything already booked in that window is still going ahead, and the app tells you how many when you block, so you can cancel them yourself if that was what you meant.

Can my team still take a booking on a blocked day? Yes, that is deliberate. In New booking a blocked time still appears, drawn with a dashed edge and its reason, and you can pick it. You never have to unblock a whole day to take one phone call.

Will a customer be told why a time is unavailable? No. Customers only ever see that a time is not available. The reason you type on a block is for your team, and it appears on your calendar only.

Someone has called in sick and their day is fully booked. What do I do? Two things, in this order. Stop new bookings: open Time & pay → Roster & timesheets and mark them off for that day, or approve their leave. Their times disappear from the booking page straight away. Then move the clients they already have, because marking someone off never moves or cancels a booking: open the Calendar, switch to the Staff day view, and select Move day in that person's column (with Jobs on, Move bookings…, in your own word for a booking; Hand day… beside it hands over their job visits). Every client is listed with the real openings on the people who can take them, so you place each one with a click. See Calendar.

The other people's times don't line up with the sick person's. Does that matter? No, that is what the screen is for. A 9:00am can go to 2:30pm with someone else, the 10:30am to 1:20pm with a third person, and the 12:00pm to tomorrow morning. Every time it offers is one that genuinely fits that job on that person, so you never have to work out whether a gap is long enough.

Does the customer know their booking moved? Yes, by default. Every move emails them their new date and time, the reference, where to come and a link to their booking, and if they are now with somebody else the email says so in words: "You'll be with Jess this time." It also offers them a one-tap link to put the new time in their calendar, and reminds them to delete the old entry, because nothing we send can change an entry already sitting in their phone. Their confirmation tick is cleared and the automatic reminders are re-armed, so they go out again for the new time, apart from any that would go out within the hour: the move email has just told them, so a client moved at 7:45 into 8:00 is not sent a reminder minutes later. Your team is notified either way.

Can I move a booking without emailing the customer? Yes. On Move day there is an Email each customer their new time tick box, on by default. Untick it when you are going to ring them instead, which is usually right for a change happening today: an email about a 2:30pm that somebody reads at six in the evening is worse than no email. A booking with no email address on it says so on the row, so you know who needs a call regardless.

Will rescheduling change who the customer is with? Not unless you say so. Reschedule keeps whoever the booking is with, and Who with is where you change it: keep them, let the app pick whoever is free, or move the client to a named colleague.

Can I give one booking to a colleague without changing the time? Yes. Open the booking and select Change who it's with. Everyone set up for that service is listed with whether they are free then, and why not when they are not. Your colleague is told it is theirs now, and the person it came from is told it has gone. In the Calendar's Staff day view you can also drag it into their column (not with Jobs on, where Staff day is the Schedule board). See Bookings.

Can I message a customer about their booking before they message me? Yes. Open the booking and press Message, beside their contact details. Your message is emailed to them with a button back to their booking, where they can reply, and the conversation carries on in Customers → Messages. It needs an email address on the booking. For offers or news to several customers, use Marketing. See Customers, 8b.

What is the difference between a closure and blocking out time? A closure (Roster → Closures) is whole days for the whole business, and it tells the roster you are shut: use it for public holidays and shutdowns. Block out (Calendar) holds back one room, one thing you offer, or part of a day, while the team keeps working.

Forms with bookings

Can clients sign a waiver or consent form when they book? Yes. Make the form in Operations → Forms and turn on Use with bookings. It goes with the confirmation email or is asked on the booking page itself, and the booking shows whether it is done. An agreement is signed again only when it is due. See Forms & workflows, 7a6.

Can clients sign our agreement before they pay, so they can back out? Yes. Set the agreement's When to While booking. It is signed on the booking page after the date and your booking questions and before any payment, and their copy is emailed once the payment goes through. Leave out the name, contact details, address, date and price: the booking holds those, and the printed copy of the signed agreement shows them. See Forms & workflows, 7a6.

Do returning clients have to sign our agreement every time? No, unless it is set to Every booking. An agreement signed once, or every few months, stays on file: a returning client who uses Booked before? on the booking page sees it as signed, can read it again, and goes straight on. They sign again when you change the wording or the months run out. See Forms & workflows, 7a6.

Can I keep a client's details, or their dog's, so they are not asked every visit? Yes. Make it Details to keep: a returning client sees what you hold and confirms it with one tap. For each dog or child, set About to Something else they bring…. See Forms & workflows, 7a6 and 7a7.

Can party guests sign a waiver before they arrive? Yes. Set a form's Filled in by to Each guest, from their invitation. Each guest's parent or guardian signs it from the invitation after replying, one signature for the children they list, and the booking shows who is signed for. Anyone not signed can sign at the door on your device. See Forms & workflows, 7a12.

Can my team fill in a report card and send it to the client? Yes. Set Filled in by to Your team, on the visit and turn on Send it to the client. Your team fills it in on the booking and presses Send to the client, and questions marked Staff only stay out of the copy. See Forms & workflows, 7a11.

Jobs

How do I charge a call-out fee? Add it in Jobs settings, Call-out fees, then press its button in the job's Call-out section. It is its own line on top of the hours, billed as labour. Tick Add the usual fee to each job made in Jobs to have it added for you. See Jobs, Call-out fees.

What is the difference between Jobs, Schedule and Work log? They are the three tabs of Jobs, and three views of the same work. Jobs lists each job: one customer's work, with its visits, hours, parts, photos and videos, billed as one invoice. Schedule is who goes where and when, each job's visits in somebody's day. Work log is the time your team actually spent, one entry at a time, chargeable or not; an entry on a job shows on that job too. None of it is pay, which comes from Timesheets. Reports says what that time turned into. See Jobs.

Is the hourly rate including or excluding GST? It follows how you price your invoices (Settings → Invoicing & tax). Priced excluding GST, you type rates ex GST, the box says per hour, ex GST and shows the rate with GST under it, and the invoice adds the GST. Set rates in Jobs → Settings (top right): the Default hourly rate, or a category's own rate. See Jobs.

How do I time a job? Press Start on the visit in My work → My day: it marks you on site and starts the timer on that job. Visit done or Mark done stops it and opens the entry with the job, customer and times filled in, so you only add what was done. Each job also has Start timer, on My day and on the job card. A timer stopped within its first minute is not kept. Owners and managers can switch off the timer starting with a visit in Jobs settings, Timers. See Jobs.

Does the timer keep running if I close my laptop or leave the page? Yes. The timer runs from the time it was started, not in the page, so shutting the laptop, closing the page, locking the phone or signing out does not stop or pause it. Stop it from any device: My work, or Work logged on the job card. A timer left running past the Forgotten-timer cap in Jobs settings (12 hours unless changed) is stopped at the cap and reads Check timer; it stays off invoices until somebody opens it, sets the real time and saves. See Jobs.

How do I add a new customer while I open a job? Press + New customer beside Customer on New job and type their name, company, email or phone, and address. Add their equipment adds their vehicle or machine with its registration or ID. Create job saves the customer, the equipment and the job together. If somebody on file already has that email or phone, the form offers them instead. See Jobs, Opening a job.

How do I make sure parts I order for a job get billed? Order them from the job: Order parts on the job card, or on the job on My day, opens a purchase order for that job. Each line goes on the job's parts as soon as the order is saved, marked with its order (PO-0012 · on order), so it is on the bill whether or not it has arrived. Ordering from two suppliers is two orders, each for the same job. An order raised from Purchase orders takes a job with For a job. See Jobs, Ordering parts for a job.

How do I see hours worked against hours billed for each person? Open Jobs → Reports. For the period you pick it shows each person's hours at work, hours logged and hours paid for (on an invoice, or inside a fixed price the customer paid), the labour they earned and what that came to an hour beside your rate, and the jobs that took longer than planned. It needs See every job and everyone's logged work. See Jobs, Reports: hours worked and billed.

What happens to the visits when I cancel a job? Every visit from today on that nobody has started comes off the schedule, and the people on them are told. Visits already done, under way, or on a day that has gone stay as the record. Reopening the job does not bring them back: it waits in To schedule. Cancelling a job does not cancel the booking it came from. See Jobs, Cancelling a job, and what happens to its visits.

A customer paid for a fixed price service when they booked. Are the hours charged on top? No. Time logged on the job of a priced booking reads Included and is never billed again. Tick Chargeable to the customer for extra work they agreed to, and it goes on the Get paid invoice with any parts. A service whose price is a call-out fee can be set to charge its time on top, under Work behind the booking. See Jobs, When the booking's price pays for the work.

Can a customer choose which parts of a quote they want? Yes. Add Options to the quote: optional extras they can add or say no thanks to, and choices where they pick one of several. They tick what they want on the quote's page and accept only that; extras they leave can be added later from the same link. Only what they accept is billed. See Invoicing, 7c2.

How do I change a quote the customer has already accepted? Use Reopen on the quote. Their acceptance is withdrawn and kept on its record, the quote goes back to Draft, and you change it and send it again for them to accept. See Invoicing, 7c2.

A customer accepted a quote for work on a job. How do I bill it? From the job. Accepting puts the quote's priced lines on the job's Parts, and Bill this job (or Get paid on a booking's job) bills them once, with anything extra. The quote shows Open JOB-… instead of Convert to invoice. See Jobs, A quote on a job.

The customer has come to collect and pays by EFTPOS. How do I mark the job paid? Open the job. Once its work is on an invoice, the foot of the job card shows Take payment $…: press it, choose how they paid and press Record payment. They are emailed their receipt. A booking's job shows Get paid, where Paid at the counter does the same. Not billed yet? Bill this job first; the new invoice opens over the job, ready to record the payment. See Jobs, Taking payment at the counter.

How does what my team writes when they log work get onto the invoice? Each entry's note shows on the job card under Job card notes, in From the work logged, with the day and who wrote it. When you are ready to bill, press Copy job card notes in above Invoice notes, tidy the result with the bold, italic and list buttons, and save. Bill this job puts those invoice notes on the invoice. See Jobs, Job card notes, and what the invoice says.

Can my team see the agreement a client signed when they booked, on the job? Yes. A job made from a booking shows the client's forms from that booking under Forms, From the booking, on the job and on My work: signed or filled in, when, and the answers for managers and anyone on the job who can view forms. See Jobs, Forms on a job.

Money

How do I stop a booking charging when I'm billing it another way? Open the booking, press Change numbers or extras, then Set the price by hand and enter 0 (or the rate you agreed), with a reason such as "Billed on the job". Untick Email the customer the new details if they don't need to hear about it. The booking then shows nothing owing, and you invoice the job as usual. Don't mark it paid: that records money you never received.

Is my customer told when their card is declined for the balance? Yes, straight away, by email from you: Your payment didn't go through, with a button to pay with the same card or a different one. Stripe does not email them about it. You are told in the bell and by email, which says whether they have been emailed. The card is tried again each day. After the booking day they are emailed once a week, and you once, with the bell keeping it in view. On Money, the booking shows Reminded today once they have been emailed. See Bookings, E2.

Can a customer's invoices go to their accounts team instead of the person who books? Yes. On the customer, open Address and billing and fill in Accounts email. Their invoices, payment reminders, receipts for invoice payments and account statements go there; their bookings, quotes and everything else still go to their own email. Unpaid invoices that were going to the old address move with it. See Customers, 7j.

Can a customer's billing address be overseas? Yes. In their Address and billing, type the Country: the state becomes a State or region and the postcode is written that country's way. The country prints on their bills. Empty means Australia.

Can I charge travel by the kilometre? Yes. Turn on Charge travel in Settings → Invoicing & tax → Travel charges and set your rate per km. Each trip on a job is then its own line on the invoice: the kilometres charged times the rate, after any kilometres you include free. Add travel puts a travel line on an invoice or quote. A customer can have their own rate, or never be charged travel. With Charge travel on online bookings on, a service done at the customer's place works travel out from their address and adds it to the total before they book. See Invoicing, 7k2.

Can I charge a set travel fee for customers further away, instead of per km? Yes. In Settings → Invoicing & tax → Travel charges, choose By zone and add your zones: how far away, one way by road, and what each costs, with 0 for included. The booking page measures the customer's address, shows their zone and your note about travel, and adds the fee to the total before they book. See Invoicing, 7k3.

A customer's bills go to a different address from where we do the work. How do I set that up? Open the customer, then Address and billing, and tick Bills go to a different address. Keep their own address in the first boxes and type the billing address under it. Invoices go to the billing address, travel is measured to their address, and quotes and invoices print the Job address when the two differ. See Customers, 7j.

How do I put the serial number on my invoices? Fill in the serial number on the equipment, pick that equipment on the job, then tick Serial number in Settings → Invoicing & tax → Equipment details on documents. The job's quotes, invoices, receipts and job card then print it. Make and model, and your own equipment fields, can be ticked the same way. See Invoicing, 7m2.

Can I put the same note on every quote, such as what it does not include? Yes. Write it in Settings → Invoicing & tax → Notes on every quote and invoice and press Save. It prints under each quote's own notes. There is a separate box for invoices. A quote keeps the note it was sent with, so changing it later does not change quotes already sent. See Invoicing, 7m3.

Do invoice and receipt emails attach a PDF? Yes. Every invoice email and payment reminder carries the invoice as a PDF, and every receipt email carries the receipt, because many accounts teams accept only an attached PDF. Each has its own tick under Invoice and receipt emails in Settings → Invoicing & tax. To save one yourself, open it and press Download PDF. See Invoicing, 7e-ii.

A customer's accounts team replied to the no-reply address. Will I see it? Yes. A reply that reaches HappierBiz's no-reply address instead of your email is emailed to your business email, put on the bell, and shown on the invoice or receipt it answers. See Invoicing, When a customer's system replies to an email.

Why don't Payments and Accounting totals match? Payments tracks card collections; Accounting & reports invoices. They can legitimately differ if not every booking is invoiced. Both are correct for their purpose.

How do payouts work? Through your own connected Stripe account, straight to your bank on Stripe's schedule. HappierBiz doesn't hold your funds.

A quote won't show as income. Convert the accepted quote into an invoice; only invoices count.

Can I keep my home address off my invoices? Yes. In Settings → Invoicing & tax → Invoice & tax details, under the address boxes, choose Suburb only or Leave it off. Invoices, quotes, receipts and the foot of your marketing emails follow it, and the invoice is still valid. Your full address stays on file for trip distances, and purchase orders keep it for deliveries. See Invoicing, 7i.

Where do I put my licence number so it shows on invoices and quotes? In Settings → Invoicing & tax → Invoice & tax details, press Add a licence or registration under the contact email, type what it is and its number, choose where it shows, and press Save invoice details. It prints under your ABN. See Invoicing, 7m.

What has to be on a tradie's invoice? A tax invoice needs the words Tax invoice, your name and ABN, the date, what was sold with its quantity and price, the GST, and from $1,000 the customer's name or ABN. HappierBiz prints all of these. Licence numbers depend on your state and trade and are added as above. If you give your own warranty in writing, turn on Print a warranty on your documents and the wording the law prescribes is added for you (Invoicing, 7n). Check anything specific to your trade with your licensing body.

Why can't I see an older invoice on the Invoicing page? The page shows one period at a time, chosen at the right of the figures: a month, a quarter, a financial year or all time. Step back with the arrows, choose All time, or search: a search covers every date. Unpaid invoices from outside the period are never hidden silently; a line above the list says how many, with Show all dates. See Invoicing.

Does HappierBiz connect to my bank? No. Finance → Bank statement reads a file you download from your online banking and choose to bring in: CSV, OFX (also called QFX or QBO) or QIF. Each line is ticked off against what is already recorded, and what is left is the short list your accountant asks about. See Bank statement.

Can I upload a PDF bank statement? Yes. Choose the PDF, or photos of a paper statement's pages, under Import a statement. It is read by AI, which uses one of your monthly AI allowance, and every line is shown for you to check against the statement before anything is imported. Where the statement prints its opening and closing balances, the screen says whether every line adds up to them and names the row to check when they do not. The file is deleted as soon as it has been read. Where your bank offers OFX, that is quicker and needs no checking.

My bank only lets me export QIF, or OFX. Is that all right? Yes. OFX and QIF name every date, amount and description, so they read without choosing columns. Lines already brought in from a CSV of the same days are recognised and not added twice.

Do I have to sort the same suppliers every month? No. A line from a payee you dealt with before says Like that day and what you did, and Record it again or Set aside again does it in one click. Accept N suggestions at the top takes every suggestion at once.

Does the ATO need my bank statement? Not from HappierBiz. The ATO asks you to keep records that explain every transaction for five years, and to hold a tax invoice to claim GST on a purchase over $82.50; a bank line alone is not one. The Bank statement reminds you when you record GST over that amount without attaching the invoice, and its CSV is the reconciled record your accountant reads. Payments to the ATO are set aside as tax, not recorded as expenses.

Will it work out my car claim, depreciation or what I can deduct? No, on purpose. Vehicle trips records kilometres, Equipment costs (the asset register) records what you own and what you paid, and the Profit and loss adds up what was recorded. What any of it is worth at tax time is your registered tax agent's call; the app gives them the records to make it.

Can it work out my kilometres from a map? As a suggestion, yes. On Log a trip, pick a client with an address and press By road: it offers the road distance from your business address to theirs, each way and there and back, and Use fills the box. It is an estimate of the shortest route, not the route you drove, so the odometer readings stay the record. Once you have driven it, Remember this distance keeps the real figure. See Vehicle trips.

Where do I see whether I made money? Finance → Accounting & reports, the Profit and loss panel under Dates. Pick This FY so far, or a whole financial year at tax time. See Accounting & reports, 7i.

Why does the BAS worksheet open on last quarter, not this one? A BAS covers a finished period, so the worksheet opens on the latest one that has finished: the one you lodge next. It moves on the day the current quarter ends, or as soon as you close your books through the end of the last one under Settings → Invoicing & tax. The quarter now running is one click away, as a running total. If you report monthly or annually, or on accrual, set that once in the same place and it opens on yours. See Accounting & reports, 7h.

I take payments on my own EFTPOS terminal. Do I have to use Stripe? No. Select I use another provider on Finance → Money owed, and record a payment taken at the counter against its booking or invoice. See Using your own EFTPOS terminal or payment provider.

Marketing & privacy

Who receives my marketing emails? Only customers who have opted in. Opted-out and non-consenting customers are never included, and every email has a one-click unsubscribe.

Can I email everyone on my list? Only the opted-in segment. This is a deliberate compliance choice (Australian Spam Act). Grow consent with the booking opt-in.

Are my documents and files safe? Yes, sensitive files use private storage and expiring links, not public URLs. See Documents.

Can I stop staff seeing some documents, like contracts or pay reviews? Yes. Put them in their own folder, then on that folder's card in Operations → Documents select the settings icon and Who can access. You do not need to know anything about permissions: type what you want in plain English ("only me and whoever does HR, nobody else"), choose Suggest access rules, check the table it gives you and press Save access. Somebody with No access cannot see the document at all, not in their list, not in search, and the file will not open for them. Step by step in Documents, 7f.

I do not understand permissions. Will I break something? No. Nothing is saved until you press Save access, so you can open the panel and look around safely. Before saving, Check who can see this lists every person by name and exactly what they would end up with. And the Owner can never be locked out by a rule, so there is no way to shut yourself out of your own files. If you change your mind, remove the rules and everything goes back to how it was.

How do I check a restriction actually worked? Use Check who can see this in the access panel, not your own screen. As the Owner you are a document super user, so you keep seeing the file no matter what the rules say. That panel shows it through each team member's eyes and names the rule that decided each answer.

The AI assistant

Can the assistant change or delete my data? Only with your confirmation. The full (Business) assistant can do a few things, post a team announcement, mark a booking paid, create a booking, approve a request, or reschedule a booking, but only by proposing them: nothing runs until you click Confirm, each is reversible (Undo) and logged, and it re-checks your permission. If an action would email the customer (a booking confirmation, approval or reschedule notice), the card says so before you confirm. Otherwise it just reads and guides. The Help assistant can't take actions at all.

Does it share my business data? The full assistant uses a small, private summary (counts and first names only, never emails, phones or surnames). When you ask something specific it can also look it up in your own internal notes (handover notes, customer-profile notes, announcements, form submissions) and answer from the matching excerpts, only the sources you've switched on, and only your own business's records. That data is sent securely to the AI provider (Anthropic) to generate the answer; the Help assistant sends even less (just your business name + your question). HappierBiz doesn't store your conversations. Full detail: AI, data & privacy.

Does Anthropic (the AI provider) keep my data or train on it? No training, Anthropic doesn't use commercial-API data to train its models, and retains it only briefly for safety before deleting it. HappierBiz keeps only a count of questions used, not the chat itself. See AI, data & privacy.

What should I avoid typing into the AI? Don't paste customers' personal details (full names, emails, phones, card or health info), whatever you type is sent to the AI provider, and you don't need to: the assistant already has the safe summary it needs.

It says I've hit a limit. Each plan includes a monthly question allowance that resets next month; or upgrade for more. See AI assistant.

Team

How do I add staff? Team → Staff list → add them and set a role.

What's the difference between a role and a job title? The role is what they can see and do in HappierBiz. The position / title is the job they do, as you would write it on a contract, and gives no access at all: someone titled Manager only has a manager's access if their role is Manager. Shift types in Settings → Team are different again: what a shift is for on the roster. See Role, job title, department and shift role.

Can I send a notice or a chat message to just front of house, or just the kitchen? Yes. On a notice, Who sees it can be chosen people, roles or a department. In Comms settings, Who's in it does the same for a chat channel. Only they see it, and only they are told; owners, managers and supervisors see everything. The tablet shows only what is for everyone.

Can staff raise a concern, like bullying, without their name being shown? Yes, with Team happiness on. On My work, Raise a concern lets them choose Don't show my name. Whoever handles concerns (the owner, unless you give Handle private concerns to someone else) sees Name not shown. It is private, not anonymous: it stays linked to them so they can follow it up.

Can a new starter see their onboarding checklist? Yes, on My work under Your first week, for their first 90 days or until it is done. A step can open a form for them to fill in or a document to read, and sending the form or marking the document read ticks it off. Set what each step opens with Edit checklist on any card in Team → Staff list.

I added someone but customers can't book them. Adding a person to the team doesn't make them bookable on its own. Tick Customers can book them when you add them, or add them under Staff, spaces & equipment. With a roster, they are bookable only during their rostered shifts.

How do my staff update their own emergency contact or address? My work → My details. They can change their phone, address, emergency contacts, date of birth, uniform size, medical notes and personal email. Their job title and contact email are set by a manager.

Can a team member get their emails at two addresses? Yes. On their card, put the second address in Personal email, tick Also send their work emails to their personal email and save, then use Send a test email to check both arrive. They can tick it themselves at My work → My details. Every work email then goes to both, except the invitation and password reset, which only ever go to the address they sign in with. More in the Administrator guide, section 4.

Why can't I change my own role? Nobody can: every change to someone's access is somebody else's decision. Another manager or the owner changes it for you.

I sent an invite to the wrong address. Open their card, change their contact email, save, then choose Resend invite. The old link stops working once the new one is sent.

How do leave and rostering interact? Approved leave automatically blocks new bookings for that person and shows on the roster's who's-away. See Leave.

Are pulse check-ins anonymous? Yes, Team happiness shows aggregate morale, not individual responses.

What is the difference between a role and document access? A role decides which tools somebody can use at all (can they open Documents, build the roster, see money). Document access is finer and applies only to the document library: it decides which folders and files a person can see once they are in there. Most businesses only ever need roles. Add document access the day one folder should not be for everybody. See Roles & permissions and Documents, 7f.

I already published the roster. How do I send it to just one person? Press their name on the roster and choose Email Sarah their week, then Send to Sarah. Only they get it, to every address on their team card, including a personal email added since. Or press Re-publish and tick them under Send their week again. Each person on that panel shows when they were last sent the week. See Roster & timesheets.

Someone is going home unwell part way through their shift. How do I record it? Open their shift on the roster, press Record leave and choose Part of the day. Personal / carer's leave is chosen first, and while the shift is under way it is already set from now to the end of their shift, so press Record leave again. Their shift stays for the hours they worked, the rest is paid as leave, and only the bookings in those hours are listed to reassign. If they are still clocked in, Clock out at closes their punch at the time they left. See Roster & timesheets.

Somebody came in on a day they were not rostered. Will I know? Yes, on the timesheet. The day reads Not rostered and is listed under Worked with no shift this week, below the grid, and Approvals holds that week back from the clean ones. To be emailed when it happens, tick Email the timesheet approvers when someone clocks in with no shift under Settings → the "Team" tab → Time clock. See Roster & timesheets, 7d.

Can staff do it themselves when they go home early? Yes. Pressing Clock out on My work before the shift ends asks whether the rest of it is leave. They pick the type and one press clocks them out and asks for the leave, from the minute they clocked out to the end of the shift. A manager approves it like any leave request, and once approved it is paid beside the hours they worked. Clocked out at the kiosk instead? Their My work card offers the same ask afterwards.

Can I let somebody go early on time in lieu, or annual leave? Yes. Record leave takes any leave type the person can take: pick Time off in lieu and it shows what is in their bank, refuses more than that, and draws the bank down by the hours the day's pay counts as leave. Annual leave agreed on the day, compassionate or unpaid leave work the same way, each paid and filed under its own type.

I'm the owner. Who approves my leave? Nobody needs to. The owner's leave is approved as they book it (Book time off on the Leave page, Record leave on their own shift, or clocking out early on My work), with no reason asked and no email, so a sole trader's holiday blocks their bookings straight away. Everybody else's leave is approved by somebody other than themselves.

How do I know who has read my announcement? Under each notice: how many have read it (or acknowledged it, when you ticked Require acknowledgement) and Waiting on: with the names still to do it. A notice counts as read once it has been on somebody's screen; an acknowledgement needs them to press Acknowledge. See Team comms.

Can I put a photo in an announcement or team chat? Yes. Press the photo button beside the message box: on a phone you can take one or choose from your library, and on a computer you can also paste or drag one in. Up to 10 go with one message, in announcements, team chat and handover notes. They are kept privately and only shown to people signed in to your business. See Team comms, 7l.

Can the team react to a message with a thumbs up or a heart? Yes, on notices, team chat messages and handover notes. On a computer hover over a message and press the face (or React under a notice); on a phone, tap the message. Nobody is notified about a reaction, and a reaction is not an acknowledgement. Choose which reactions your team gets, or switch them off, in Comms settings. See Team comms, 7m.

Will my staff get a notification on their phone when I post an announcement? Yes, once each of them has switched their phone on at My work → On your phone. A new notice notifies them to start with; team chat messages only if they switch that on. Each person chooses for themselves at My work → What you get told about.

Safety checks

Why can't I delete a safety check? It has been signed off at least once, and that sign-off is part of your safety record. Switch it off instead: it stops being due and everything it recorded is kept. A check that was never signed off deletes normally. See Safety & cleaning, 7e.

Why is last week's check still on today's list? A weekly, monthly or longer check missed on its day stays under Still to do from earlier, overdue, until it is done or the next one comes round. It is saved against the day it was due.

Can I fill in a check somebody forgot yesterday? No. Only today's list can be signed off, so the record says what was actually done and when. Yesterday's daily and timed checks are recorded as Not done; a weekly or longer one is still on the list until its period ends.

What happens when somebody logs a failed check? They say what is wrong, a fault is raised on Maintenance, and whoever manages safety is told straight away in the app, by email and on their phone. When it is sorted, Check again adds the new result beside the failure and to the fault's notes.

Can't find your answer? Try the Troubleshooting guide or ask the in-app AI assistant.