P-01
A directory that answers questions
Who is in which department, so a new starter can work out who to ask without asking three of the wrong people first.
Who does what, and the number for whoever fixes the forklift
A staff directory for inside the company and a contacts book for everyone outside it. Both live in the same place as the logins, so there is no second list to keep up to date.
Adding a new starter is one job
The directory and the staff accounts sit together in the Command Centre. Invite somebody, put them in a department, and you have given them a login, an entry in the directory and the right files to see, in one go.
- Invites go by email. Staff get a temporary password and choose their own on first sign-in.
- Temporary passwords last 24 hours. If a phone goes missing, one click issues a new one and kills the old.
- Departments do real work: they decide who sees which files and who gets which notices.
The numbers nobody can ever find
The external contacts book holds everybody outside the company that somebody has to ring: the supplier, the accountant, the engineer who is the only person alive who understands the machine. One place, readable on a phone, in the van.
P-02
Invites by email
Send an invite and they are in. A temporary password gets them through the door and they set their own the first time.
P-03
Temporary passwords expire
Invites last 24 hours and have to be replaced on first sign-in, so an old email in somebody's inbox is not a spare key.
P-04
External contacts
Suppliers, contractors and the people you ring twice a year, kept where everyone can reach them rather than in one person's phone.
P-05
Down to the individual
On Premium a file can be limited to named people rather than a whole department, for the documents that really are that specific.
P-06 / plans
Which tier holds what
Staff accounts, invites and the branded login are in the free Starter tier, because a login is no use without anyone to give it to. The team directory and the contacts book come with Standard.
Other drawers in the same cabinet
F-01
File library
Folders that behave like folders, previews in the browser, and a search that reads what is printed inside the documents.
F-02
Notices and news
Urgent notices that scroll across every screen and arrive without anyone reloading anything. Company news for the longer pieces.
F-04
Security and access
Its own login, download links that expire, and locks checked on the server rather than hidden with CSS.
F-05
Analytics and the Command Centre
One admin screen for files, folders, people, news and every setting, with the figures alongside.
Put the phone list somewhere it cannot be lost
The free tier gets the accounts, the invites and the login. Add the directory and the contacts book when the Post-it on the monitor finally falls off.