🛡️ Admin
FuturnFlow · Role manual

The Admin's guide to FuturnFlow

You keep the workspace running: people, teams, roles, modules, and settings. This manual covers what you manage and the routines that keep the team unblocked.

Your role at a glance

Admin is a system role (company role rank 80). You have everything the Owner has except billing and the clear-all action.

✓ What you can do

  • Invite, edit, disable, and reset passwords for people ranked below you
  • Create and edit company roles and permissions
  • Create and delete teams, add people to teams, make team leads
  • Switch modules on or off, manage templates, custom fields, and automation
  • See every project and decide reviews
  • Read the audit log and all reports

What you can't do

  • Open Plan & billing (Owner only)
  • Clear all company data (Owner only)
  • Give someone a role ranked above your own, or edit someone who ranks equal to or above you
  • Rename statuses and task types unless the workspace is on the Enterprise edition

Settings: your toolbox

Card or pageWhat it controls
GeneralOrganization name and workspace details.
ModulesSwitch Clients, Campaigns, Intake forms, Approvals, Sprints, Docs, Time tracking, Automation, Custom fields, and the AI assistant on or off.
PeopleInvite teammates, change role, job title, phone, reporting manager, or status, and reset passwords. Roles & permissions are a tab here.
Teams (sidebar)Create teams, add people, make team leads. Not in Settings.
Files · Docs · TemplatesWorkspace files, the knowledge base, and reusable project and task setups.
WorkflowsShows the statuses and task types in use. Changing them is Enterprise only.
Custom fields · AutomationExtra task fields, and rules that react to changes (modules).
Audit logWho changed what, and when.

Key how-tos

Invite a teammate

  1. Settings → People → Invite teammate (or Create → Invite teammate in the top bar).
  2. Enter their full name and real work email. Credentials are emailed there automatically.
  3. Pick the role. It controls everything they can see and do. Roles ranked above your own are not listed. When unsure, start lower.
  4. Pick their teams (optional). They are invited and must accept. There is no department or job-title list to pick from. Teams replace departments, and job title is a free-text box.
  5. Optionally add job title, phone, and reporting manager. The reporting manager is who approvals go to, so set it for anyone who will request sign-off.
  6. Send invite. They receive a welcome email with a starter password and a link to the manual for their role.

Change a role, disable someone, or reset a password

  1. Settings → People, find the person.
  2. Pencil icon to edit role, job title, phone, reporting manager, and status. Set status to disabled for someone who has left. They can no longer sign in, but their history stays.
  3. Key icon emails a fresh starter password. This is also the answer to "I forgot my password", since there is no self-service reset yet.

Create a team and add people

  1. Teams → New team, give it a name.
  2. Use the add-people button on the team. Each person gets an invitation they must accept.
  3. Make lead on a person's row lets them manage that team's members.

Create a company role

  1. Settings → People → Roles & permissions, create a role with a name, rank, and ticked permissions.
  2. A role grants exactly the permissions ticked on it. The name never grants anything.

Team invitations: accept to get access

Access to projects follows teams. When someone adds you to a team, you get a notification and a banner at the top of the page with Accept and Decline. Nothing is shared with you until you accept. You can be on several teams.

You can open a project if you own it, were added to it individually, or are an accepted member of a team assigned to it. A pending or declined invitation grants nothing. A project you can't see shows a "not found" page on purpose.

Your routine

  1. When someone joins: invite them, choose their role and teams, set their reporting manager.
  2. When someone leaves: set them to disabled. Don't delete them.
  3. When a project needs people: open its Team tab and add a team.
  4. Weekly: glance at Reports and the Audit log.

Admin FAQ

"A new teammate never got their welcome email"

Check the address on their row in Settings → People, then use the key icon to send a fresh starter password.

"Someone says they can't see a project"

Check they accepted their team invitation and that their team is on the project (project → Team tab). A project they can't see shows "not found" on purpose.

"There is no Departments tab"

Departments and designations no longer exist. Use Teams, and the free-text job title.

"How do I change my password?"

Click your avatar (top-right) → Profile & preferences → Change password. Starter passwords arrive by email, so change yours on first login.