Map the people and records before you send any invitations

This guide suits the business owner, office manager or admin who is preparing Fencify for shared use. Before you add anyone, decide who needs access, what they will be responsible for, and which details you want stored against their member record from day one.

Have this ready first:

• the email address each person will use to sign in
• whether they are part of your staff or a subcontractor
• the operational areas they actually need, such as Leads, Calendar, Projects, Inventory, Suppliers or Invoicing
• whether they should ever see financial information such as quotes, invoices, labour rates or integrations
• any employment, payroll, emergency contact or compliance details you want recorded during onboarding

Doing this first stops you from giving broad access just to get somebody moving quickly. That shortcut usually creates more cleanup later, especially once projects, invoices and compliance documents are already live.

Create teams around real handover points in the business

Start in the Teams area and create the team shells that match how work is handed from one part of the business to another. A team can be as simple as Office, Estimating or Install Crew, or it can be built around a branch, region or delivery function if that suits your operation better.

Use names that will still make sense six months later. Practical examples include:

• Office Admin
• Estimating
• Install Crew
• Project Supervisors
• Subcontract Installers

Each team becomes a permission boundary and a member list. From the teams list you can see how many members sit in each team, open the team record, and manage each group separately. If your plan has a team limit or member limit, Fencify will stop the add or invite action once that allowance has been reached, so it is worth deciding the structure before you use up the available slots.

A good first rollout is usually one office-facing team and one field-facing team. That gives you a clean split between people who need broader commercial visibility and people who mainly need operational access.

Invite each person with the correct login, role and member type

Open the relevant team and use Invite Member. The email address matters because the invitation is tied to that address. The member will need to sign in with the same email before their invitation can move from Invited to Accepted.

The first fields to get right are the access identity fields:

Role

Admin gives the broadest delegated access. Staff keeps the person inside the module permissions you choose.

Member type

Staff suits employees and internal office users. Subcontractor suits external installers and other non-payroll delivery users.

User email

The sign-in email for the invited person. Keep it exact so the invitation is accepted against the correct account.

For most new rollouts, broad office users belong in the Admin plus Staff combination, while field workers and subcontractors should start with tighter access. If a subcontractor mainly needs project visibility, calendar context and site documents, keep the setup narrow and expand it only after a real need appears.

Capture staff and subcontractor records while the onboarding details are fresh

The team member form does more than create a login invitation. It also acts as a member record for personal, employment and compliance information. That is useful when the same people keep appearing across installs, inductions and project handovers.

Fencify supports several groups of fields on the member record:

• Personal details: first name, last name, preferred name, personal email, mobile, work phone, date of birth, gender and residential or postal address.
• Emergency contact: contact name, relationship and phone number.
• Employment details: position title, employment type, start date, end date, probation end, employment status, supervisor and pay frequency.
• Rates and payroll: rate type, base rate, overtime and weekend rates, allowances, TFN, ABN, GST registration, super fund, super USI, member number, BSB and bank account details.
• Compliance and licences: white card, driver's licence, WWCC, first aid, police check, trade licence and extra compliance uploads.
• HR documents: employment contract, Fair Work Information Statement, right to work evidence, tax declaration, policies acknowledgement, induction date, performance review date and HR notes.

You do not need every field for every person. A subcontract installer may mainly need contact details, ABN, GST status, licences and site compliance uploads. A staff estimator or office admin may need the fuller employment and payroll set. The important habit is to store the records where your team will actually look for them later, instead of scattering them across inboxes and shared drives.

Set the access matrix based on what the person has to do each week

Fencify lets you control module access across Leads, Quotes, Projects, Calendar, Inventory, Suppliers and Invoicing. Within those operational areas, you can decide whether the member should create, update or delete records.

1. Think about the job they perform every week, not the title on paper.
2. Enable the modules they need to open and work in.
3. Give create access only where they genuinely start new records.
4. Give update access where they are expected to maintain live information.
5. Reserve delete access for tightly controlled roles.

Read access is built into the delegated workflow, so your main decisions are usually around who can create, change or remove data. A site supervisor might need Projects and Calendar updates but no delete rights. An office estimator may need Leads, Quotes and Suppliers work. A subcontractor who only needs delivery context can usually stay much tighter.

When in doubt, model the permission set around the workflow they own:

• office sales and estimating users: Leads, Quotes, Calendar, limited project visibility as needed
• operations and scheduling users: Projects, Calendar, Documents, Inventory and Suppliers where procurement is involved
• field staff and subcontractors: Projects and Calendar first, then expand only if they are actively updating operational records

Control financial visibility before the member ever logs in

Financial visibility is where many businesses get caught out. In the delegated navigation, Fencify only shows finance-heavy areas to the right combination of member settings. Quotes, Invoicing, Labour Rates, finance-sensitive dashboard areas and Integrations are treated more tightly than general operational pages.

In practice, the safest way to think about it is:

• use Admin + Staff for trusted internal users who genuinely need commercial visibility
• use restricted combinations for site users and subcontractors unless there is a clear business reason to expose financials
• review labour rates and invoice access especially carefully because they reveal pricing and margin-sensitive information

Delegated users also have a narrower system menu. Account pages, subscription payments, account logs, configuration pages and the normal owner-level team controls stay out of the delegated experience. That keeps daily users focused on their work area rather than broad account administration.

For a fencing contractor, this often means the owner or office admin can work across quoting, invoicing and integrations, while a supervisor or installer works mainly from Projects, Calendar and documents needed for delivery.

Check invitation status, last activity and what the user sees next

After saving the member, return to the team record and review the member row. Fencify shows whether the invitation is still Invited or already Accepted, along with the invite date and the most recent activity timestamp. That makes it easy to see who has actually started using their access and who still needs a follow-up.

Before you consider the setup complete, run this checklist:

• The member sits in the correct team.
• The sign-in email is correct.
• Role and member type match the real relationship to the business.
• The access matrix reflects weekly responsibilities rather than convenience.
• Financial visibility is limited to the people who genuinely need it.
• Any critical contact, employment or compliance records have been captured.

Once the team structure is live, your next step inside Fencify is to let each person work from the records that belong to their stage of the job. Office users can move into lead, quote and invoice workflows, while field users can start from calendar scheduling and project delivery records. A clean access rollout at the start keeps those later workflows much easier to trust.