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 password on the login page and follow the email link.

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.

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.

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

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.

Money

Why don't Payments and Accounting totals match? Payments tracks card collections; Accounting exports 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.

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.

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.

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.

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