Settings & Admin

Settings

Navigate to Admin > Settings to configure company-wide options.

Company Brand Color:

• Choose an accent color (Blue, Green, Teal, Purple, Orange, Red, Pink, Indigo, or Black) that is applied throughout the entire app, admin dashboard, employee pages, public estimate/invoice pages, and customer emails, or use one of the two custom color pickers to set your own exact brand color by hex value.

Business Type:

• Set your company's trade or industry: General Contracting; Cleaning; Lawn Care & Landscaping; Plumbing; Electrical; HVAC; Roofing; Roofing/Siding & Gutters; Sewer Repair; Drywall & Painting; Audio/Video, Network & Security; and Real Estate Investing (fix-and-flip / rehab), plus a None option that starts you with an empty folder set. This drives AI photo folder suggestions and default configurations.

Business Units:

• Pick a label name (Off, Locations, Divisions, Businesses, Properties, Stores, Territories, Departments, Specialties, Regions, Branches, or Cost Centers) and manage the list of values that fill the dropdown on every estimate, invoice, job, receipt, and marketing expense entry. Used to slice the CFO Dashboard by segment and to power the Segment Performance page. See Business Units for the full workflow.

Features & Modules:

• Enable or disable entire feature groups for this company. Disabling a feature hides it from both employees and admin navigation.
• Timekeeper & Scheduling: Clock in/out, employee schedules, work orders, dispatch, task templates, shift types.
• Prevailing wage / certified payroll: Default-off classification catalog and pickers for flagged jobs; requires Timekeeper. See Prevailing wage / certified payroll.
• Trades: Allowed trades and defaults for company members, recorded on time entries. Enabled by default; turning it off stops new trade capture. See Trades.
• Receipt Capture: Employee receipt photo capture, expense categories, admin receipt browsing, email forwarding.
• Job Photos & Files: Employee photo capture, video upload, file uploads, AI folder classification, admin photo library.
• Estimates & Projects: Job estimates, project tracking, estimate approval, products & services, communication templates, lead sources.
• Team Chat: Real-time messaging with channels, file sharing, automatic translation, and AI summaries.
• Meeting Notes: Audio recording with automatic transcription, AI summaries, and task extraction. Off by default.
• Customer Portal: The self-service client portal, with individual switches for each area (estimates, invoices, schedule, documents, photos, history, reviews, referrals, and profile editing). See Customer Portal.
• CFO Dashboard Tier: Set the CFO Dashboard level: None (disabled), Starter, Intermediate, or Full CFO. Requires Estimates & Projects to be enabled.

Payroll Period:

• Configure the pay period type (weekly, bi-weekly, semi-monthly, monthly) and biweekly anchor date. The Payroll Reports page Pay Period dropdown reflects this setting automatically.

Task Retention:

• Set how many days to keep task completion records before automatic purge. Default is 90 days.

Work Order Generation Horizon:

• How far ahead the system generates schedules from work order templates. Default is 2 weeks.

Gauge Thresholds:

• Customize the green/yellow/red thresholds for CFO Dashboard health gauges.

Receipt Email Forwarding:

• Configure an email forwarding address for automatic receipt ingestion. Forward receipts from your inbox to automatically create receipt records.

Push Notifications:

• Enable Push Notifications: Master on/off switch for this company.
• General push start / end: Time window for general notifications.
• Clock-out reminder end: Shift reminders can be sent later than general notifications.
• Clock-out grace period: Minutes after a shift ends before a clock-out reminder is sent.

Customer Portal:

• Turn the Customer Portal on or off, and flip individual switches for each area customers can see, estimates, invoices, schedule, documents, photos, service history, reviews, referrals, and profile editing.
• Set your public review URLs (Google, Yelp, Facebook) and when review requests go out (review send hour and delay).

Stripe Payment Options:

• The Stripe panel includes options to pass processing fees to the customer (with a surcharge percentage) and to accept ACH bank transfers. See Stripe Payments for details.

Dark Mode:

• Dark mode is a per-user preference, not a company setting, toggle it with the sun/moon button in the sidebar. See Dark Mode.

Integrations:

• The Books Provider and Stripe Payments connection panels are also on the Settings page. See their dedicated sections for details.

Automatic Backups & Your Data

Navigate to Settings > Your data > Automatic backups. Everything your company keeps in Best Decision Project Tools is yours to take, any time.

• Turn it on: Tick "Email me a backup automatically", choose daily, weekly or monthly, and confirm who receives it (prefilled with your administrators). Anyone on the list gets the spreadsheets attached when they fit in an email; the full backup, and the spreadsheets when they do not fit, is downloadable by your administrators on the Backups page, who can pass it on. The first backup runs that night.
• What arrives: An email with your records as spreadsheets (one CSV per kind of record: invoices, time entries, receipts, estimates, jobs, customers and the rest) attached when the ZIP is under the attachment limit, plus a link to the full backup, downloadable by your administrators on the Backups page, which also holds receipt images, job photos and documents.
• Back up now: Builds a backup in the background and emails it; it does not change your schedule.
• History: Every run with its status, sizes and a download while we still store it. We keep your newest few backups; the Backups page shows how many.
• Read-only accounts: Backups keep working while a subscription lapses. Passwords and connected-service credentials are never included.
• Everything at once: Settings > Your data > Download all my data builds one complete ZIP on demand.

Push Notifications

When push notifications are enabled in Settings, admins and employees receive browser push notifications for key events.

• Notification Bell: A bell icon appears in the admin navigation sidebar and on employee pages. Click it to see recent notifications. A badge shows the count of unread notifications.
• Mark All Read: Click "Mark all read" in the notification dropdown to clear the badge.
• Admin Notifications: Admins receive notifications when employees clock in, submit receipts, submit photos, approve estimates, or take other actions.
• Employee Notifications: Employees receive shift reminders, clock-out reminders, schedule changes, estimate approval notifications, and other job-related updates.
• Time Windows: Notifications are only sent during the configured time windows (set in Settings). No pushes are sent outside hours.
• Employee Preferences: Employees can toggle push notifications on/off and control which categories they receive (shift reminders, clock-out reminders, schedule changes, job updates).

Password Reset

All user types have self-service password reset via email.

• Admin / Company Users: On the admin login page, click Forgot Password? Enter the email associated with the account. A reset link is sent to that email. The link expires after one use.
• Employees: On the company login page (/c/<token>), click Forgot Password? Enter the email on file for that employee. A reset link is sent to that email.
• Security: Reset requests are rate-limited (5 attempts per 15 minutes per IP). The system always shows the same confirmation message regardless of whether the email exists, preventing account enumeration.
• Admin Reset: Admins can also reset any employee's password directly from the Employees page using the Reset PW button.
• Best Practice: Always set employee email addresses during onboarding so they can reset their own passwords without calling the office.

Audit Log

Navigate to Admin > Audit Log for an immutable record of every change made to time entries and system actions.

• Records clock-ins, clock-outs, manual overrides, status changes, deletions, password resets, and more.
• Each entry shows the timestamp, action, field changed, old/new values, and who made the change.
• Undo: Certain actions can be undone directly from the audit log. Click the Undo button on a supported entry to reverse the change. The undo action itself is recorded in the audit log for complete traceability.
• The audit log cannot be edited or deleted.

Dark Mode

Dark mode gives the whole app a dark color theme, easier on the eyes in low light. It's a per-user preference, so each admin, scheduler, and employee sets their own; it isn't a company-wide switch.

• Toggle: Click the sun/moon button at the bottom of the admin sidebar (employees use the matching button on their home screen).
• Remembered per account: Your choice is saved to your login and follows you across devices and sessions, and applies to every page.

Table Features

The Jobs list has table controls that remember your choices in this browser for this company and account:

• Table settings: Open Table settings above the Jobs table. Check or uncheck each optional column to show or hide it, and use the arrows to change its order. Changes apply immediately. Required columns stay visible.
• Column widths: Drag a column edge or use the keyboard resize controls. Use the Left and Right arrow keys on a resize handle, or enter a pixel width in Table settings. Use Reset view in that menu to restore the Jobs defaults.
• Row spacing: Choose compact or comfortable spacing in Table settings. Your column visibility, order, widths, and density are saved locally in this browser; another browser or account starts with its own view.
• Actions: Open a job's Actions menu for View, Specs, Templates (when available), and available status or archive operations.

Other legacy admin tables retain their existing table behavior and may provide their own resizing, inline editing, or searchable selects; these Jobs controls are not enabled across every admin table.