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:

General

• 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.
• Business & tax details, your ABN and GST-registered status. These appear on invoices and drive GST handling in Invoicing and the Accounting export.

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.

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.
• 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