Team Workflow

Overview

A team is a shared workspace that lets multiple people manage the same inventory together. Every member sees the same supplies, locations, and history in real time, and every action is recorded in a team-wide audit log. Teams are ideal for supply rooms with multiple staff, ambulatory clinics sharing a stockroom across shifts, and distributed operations that need a single source of truth.

Solo and team workspaces: every account gets a default team for solo use. You can create or join additional teams, and inventory is scoped by team and department so members only see the workspace they have access to.

Creating a Team

1. Open Settings > Teams.
2. Tap Create Team.
3. Enter a team name (e.g. "ER Supply Room", "Clinic North").
4. Optionally add a description and avatar.
5. Tap Create.

You become the team Owner automatically. The team appears in your team dropdown immediately and is ready to receive members.

Roles & Permissions

Every member has a role that determines what they can see and do. The app ships with five built-in roles:

Role	Inventory	Members	Reports	Settings
Owner	Full read / write / delete	Invite, remove, change roles	Read & export	Edit, billing, delete team
Admin	Full read / write / delete	Invite, remove, change roles	Read & export	Edit (no delete / billing)
Manager	Read & write	Invite only	Read & export	—
Member	Read & write	—	Read only	—
Viewer	Read only	—	Read only	—

Custom roles: if the built-in roles don't match how your facility works, owners and admins can create custom roles with any combination of the underlying permissions (team, members, roles, inventory, supplies, reports, activity). Open Team Permissions, tap + New Role, name it, and toggle the permissions you want to grant. Custom roles can be edited or deleted at any time; the five built-in roles cannot be modified.

Inviting Members

Owners, admins, and managers can invite people to the team two ways.

Email invitations:

1. Open Team Members.
2. Tap Invite.
3. Enter the invitee's email address and pick a role.
4. Optionally add a personal message, then tap Send Invitation.

The invitee gets a notification the next time they sign in. If they don't have an account yet, they can install the app, sign up with the same email, and the pending invitation will be waiting.

Invite codes: use these when onboarding several people at once or when email isn't convenient (e.g. handing out a code in a staff huddle).

1. Open Team Members.
2. Tap Generate Invite Code.
3. Pick a role and an expiration window (1–90 days, default 7).
4. Share the alphanumeric code by any means you prefer.

Anyone who enters that code in Settings > Teams > Join with code before it expires is added with the role you assigned. Codes can be revoked at any time. The Team Members screen has two tabs — Active for current members and Pending for outstanding invitations you can resend, revoke, or copy.

Accepting an Invitation

1. Open the app and sign in with the email address that was invited (or use the invite code).
2. Open Settings > Teams.
3. Pending invitations appear at the top of the list.
4. Tap an invitation to see the team name, who invited you, the role you'll be assigned, and any message they added.
5. Tap Accept to join, or Decline to dismiss.

Once you accept, the team appears in your team dropdown and you immediately see all team-scoped supplies, locations, and history.

Managing Members

From the Team Members screen, owners and admins can:

• Change a member's role — tap the member, pick a new role, save.
• Suspend a member — temporarily revoke access without removing them. Useful for staff on leave.
• Remove a member — permanently revoke access. Their historical actions remain in the activity log.
• Override individual permissions — grant or deny specific permissions that override the role defaults for one person.

You cannot remove the team Owner. Ownership must be transferred first — tap a member and choose Transfer ownership. The current owner is demoted to Admin.

Activity Log

Every action a team member takes is recorded in the Team Activity screen. The log captures roughly 30 event types across these categories:

• Team: created, settings changed, deleted
• Members: invited, joined, role changed, suspended, removed
• Invitations: sent, resent, revoked, expired, accepted, declined
• Roles: custom role created, edited, deleted
• Inventory: item created, updated, deleted, used, transferred, archived
• Reports: generated, exported

Each entry includes the actor (who did it), a human-readable description, a timestamp, and metadata such as previous and new values. Filters let you scope by category, date range, actor, or free-text search. Members with reports.export can export the activity log to CSV for compliance reporting. The activity log is append-only — entries can never be edited or deleted.

Team Map

If your team grants location permissions, the Team Map screen shows real-time positions of every active member on a single map. This is most useful for large facilities or distributed operations where supervisors need to see where their team is working.

• Active members appear as pins with their name and avatar.
• Tap a pin to see the member's last activity timestamp.
• Send a help request to a nearby member directly from the map.
• Configured geofences appear as overlays; entering or leaving one is logged in the activity feed.

Privacy: member locations are only shared with their team and only while the app is active. The Team Map can be disabled per-team in the team settings, and individual members can opt out of location sharing in their personal settings.

Cross-Device Sync

Teams are tied to your Firebase account, not to a specific device. When you sign into the app on a new phone, tablet, or browser:

• All teams you belong to appear in the team dropdown automatically.
• Team-scoped inventory syncs in real time across every device.
• Pending invitations show up on the new device as soon as you sign in.
• You don't need to re-accept invitations or be re-invited.

Team Billing

Core team workflow remains available without a paid plan. Clinics that need procurement paperwork can request B2B invoicing for covered seats and feature add-ons. Covered seats remove mobile ads for team users while the invoice-backed subscription remains active.

Line item	Price	Use
Clinic Platform	$49/month	Base team billing subscription.
Team Seat	$8/seat/month	Covered user access and mobile ad removal.
Scheduled Reports	$10/month	Recurring report delivery.
Advanced Analytics	$20/month	Deeper operational analytics.
AI Cleanup and Enrichment	$15/month	Catalog cleanup and enrichment workflows.

Invoice requests are submitted from the web app support screen and reviewed before a Stripe invoice is issued. See Billing & support for the current details.

Leaving or Deleting a Team

Leave a team (member):

1. Open Settings > Teams.
2. Tap the team you want to leave.
3. Tap Leave team at the bottom of the screen.
4. Confirm. You lose access immediately, but your historical actions remain in the activity log.

Delete a team (owner only):

1. Open the team settings.
2. Scroll to the bottom and tap Delete team.
3. Type the team name to confirm, then tap Delete permanently.

Deletion is permanent. All supplies, locations, custom roles, and activity history scoped to that team are deleted along with the team. Other teams the member belongs to are unaffected. Export anything you might need first.