When to use this workflow

Use this workflow when your business is ready to move from one login doing everything to a cleaner team structure. That usually happens when an office admin needs lead and calendar access, an estimator needs quote work, an install supervisor needs projects and documents, or a subcontract crew member needs job context without broad commercial visibility.

Fencify separates team setup into a few linked parts. You create the team itself, invite a member into that team, complete the member profile, choose operational permissions, then confirm the member has accepted the invitation and can see the right navigation. Financial visibility is controlled separately from the ordinary permission tick boxes, so it needs its own review before you hand over access to quotes, invoicing, labour rates or integrations.

The aim is simple: each person can open the parts of Fencify that match their role, while the owner still keeps account settings, configuration and sensitive finance work under tighter control.

Plan the team structure before sending any invites

Start by deciding how you want work grouped. In many fencing businesses, a team reflects a real function such as Office Admin, Estimating, Install Crew, Subcontract Crew or Operations. That makes later access decisions easier because the team name already tells you what type of work the member is expected to handle.

Before you create anything, list the people you want to invite and answer four questions for each one:

• Which work do they need every week: leads, quotes, calendar, projects, suppliers, inventory or invoicing?
• Will they act as internal staff or as a subcontractor record?
• Do they need financial visibility, or only operational job access?
• Which staff records should be kept with their profile from day one, such as emergency contacts, compliance dates, bank details or super details?

This planning step matters because a clean team rollout is much easier than fixing wide access after people have already started using the system. A small business might begin with one office team and one install team. A larger contractor may split estimating, operations and subcontract crews into separate groups so day to day access lines stay clear.

Create the team and name it for real work

Create the team first, then open it as the home for that group of members. Fencify keeps each team as its own workspace record with a member count, created date and last activity date, which makes it easy to see whether the team is active or still waiting for its first invite.

Use names that make sense to the people who will live inside them. Practical names such as Office Admin, Estimating, Northside Install Crew or Subcontract Installers are easier to manage than broad labels that need explaining later.

Once the team exists, open the member list and treat that page as the control point for invitations and access reviews. It shows who is on the team, whether they are still invited or already accepted, and how much read, create, update and delete access they hold across the available operational modules.

Invite the member and complete the profile while the details are fresh

When you add a team member, Fencify asks for more than an email address. The form is designed to hold the staff or subcontractor record that the business may need later for operations, payroll support or compliance follow-up. It is worth filling this in while the invite is being created, because those details are usually easiest to gather at the start.

The member record can include:

• personal profile details such as first name, last name, preferred name, phone numbers, date of birth and residential or postal address
• emergency contact details
• role and employment details such as position title, employment type, start date, end date, probation end, supervisor and pay frequency
• pay and tax related details such as rate type, base rate, overtime rate, allowances, ABN and GST registration
• super and bank details
• compliance records such as white card, driver licence, WWCC, first aid, police check and trade licence information, including expiry dates and uploaded files
• HR files such as contract, Fair Work statement, right to work, tax declaration, policy acknowledgement, induction date, next review date and internal HR notes

That depth is useful for fencing businesses because the same person may appear in site delivery, labour planning and compliance follow-up. A subcontract installer can have their ABN, GST setting and licence records kept with the same member record that controls their access. An office admin can have emergency contact and employment details in place before they start handling live enquiries.

Choose role, member type and module permissions together

The access setup works best when you decide three things together: team role, member type and operational module access. Team role is either Admin or Staff. Member type is either Staff or Subcontractor. After that, you choose the modules where the member can read, create, update or delete records.

The module groups available in the access matrix are:

• Leads
• Quotes
• Projects
• Calendar
• Inventory
• Suppliers
• Invoicing

For each module, Fencify lets you tick create, update and delete access, and it shows the read, create, update and delete groups clearly on the team pages. This is the point where you match the person to the work they actually perform.

A practical fencing example looks like this:

• an office admin may need leads, calendar and projects, with strong create and update access but no need to handle collections work
• an estimator may need leads, quotes, suppliers, inventory and projects so quote preparation stays accurate
• an install supervisor may need projects, calendar, inventory and suppliers so site delivery and material readiness stay current
• a subcontractor profile may mainly need project context and delivery details rather than broader office workflows

Use the access matrix as an operating map, not as a formality. Every extra permission should have a job reason behind it.

Understand the separate financial visibility gate before granting quote or invoice access

This is the most important control in the whole workflow. Financial visibility is handled separately from the ordinary module tick boxes. In delegated navigation, quote, invoicing, labour rate and integration visibility depends on the member being both an Admin team role and a Staff member type.

That means your highest-trust internal staff can be set up to see commercial and finance areas, while subcontractor records and lower-trust operational users stay focused on delivery work. Fencify applies that separation in several places:

• Quotes are only shown in delegated navigation when the member has financial visibility.
• Invoicing is only shown in delegated navigation when the member has financial visibility.
• Labour Rates inside Materials & Rates also follows the financial visibility gate.
• Integrations stays available only to the owner or a delegated member with financial visibility.
• Owner account pages such as Account, Teams and Configuration stay outside the delegated profile menu.

Use that rule deliberately. Reserve the Admin plus Staff combination for the people who genuinely need to work with quote values, invoice status, labour pricing and integration review. For field installers, crews and many subcontractors, a narrower operational setup is usually the safer choice.

Move invitations through to accepted members and review delegated navigation

After the invite is saved, Fencify emails the member with the correct path into the team. Existing users can sign in and accept the invite. New users can register, then accept it. Until that happens, the team list shows them as Invited. Once they accept, the status becomes Accepted and the member is tied to their user account.

Watch the status change rather than assuming the invite is complete. Accepted status confirms the person is now inside the team context that Fencify uses for delegated access.

After acceptance, review what the delegated user should see in practice:

• Leads, Calendar, Projects, Documents, Inventory and Suppliers should match the operational permissions you intended.
• Quotes, Invoicing, Labour Rates and Integrations should only appear for members who meet the financial visibility rule.
• Account, Teams and Configuration should remain with the owner level workflow rather than delegated day to day use.
• The team member profile list should reflect recent invite and activity dates so you can spot dormant or incomplete rollouts.

This review is where the workflow becomes real. A member who can reach the right screens and only the right screens is ready for live work.

Keep the records current and remove stale access cleanly

Team setup is not a one-off event. As people change from office work to estimating, from staff to subcontractor arrangements, or from active work to leave, their Fencify record should change with them. Update the member record when positions, supervisor details, pay structures, compliance dates or access expectations change.

There are two clean ways a membership can end in the current workflow:

• the owner removes the member from the team
• the member leaves the team from their own team-member area

That matters for seasonal labour, short-term subcontract crews and trial office support. Removing a stale member record keeps your navigation, team counts and access expectations cleaner than leaving old invites and old accepted members sitting in place.

Make a habit of reviewing:

• members still sitting on Invited after the rollout window
• expired white card, licence, first aid, police check or trade licence dates
• people whose role now requires more or less finance access
• temporary workers or subcontractors who no longer need project visibility

Final rollout checklist for a fencing business

Before you consider the team setup complete, run through a short operational check:

1. Create teams that reflect real functions in the business.
2. Invite each person with the right role and member type from the start.
3. Complete the personal, employment, bank, super and compliance fields that your business needs to keep current.
4. Assign module permissions based on each person regular work and real responsibilities.
5. Reserve financial visibility for trusted internal staff who need quote, invoice, labour rate or integration visibility.
6. Confirm every invited user moves to Accepted before relying on them for live work.
7. Review older invites, dormant members and expiring compliance records as part of regular team administration.

Once this is in place, your next practical step is to have each accepted member start using the part of Fencify that matches their real job, whether that is leads and calendar coordination, quote preparation, project delivery or project support. A careful setup at this stage keeps the rest of your workflow cleaner across sales, operations and finance.