Administration
What a Company Admin configures — people and roles, the master lists, company details, integrations and the subscription — and the order to set them up in.
The Administration hub is the Company Admin's launcher for everything that configures the company rather than a job. Only a Company Admin sees it in the sidebar.
📷 Screenshot spot — the Administration hub with its three sections: People & access, Masters, Company
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What is in the hub
| Section | Tile | What you do there |
|---|---|---|
| People & access | Users & Roles | Add people, give each a role, deactivate leavers. See Users and roles. |
| Masters | Clients | The client list — contacts, GSTIN, state and billing details. See Clients. |
| Masters | Vendors | Suppliers and subcontractors — contacts, terms, GSTIN, blacklist status. See Vendors. |
| Masters | Resources | The material, labour and equipment catalogue with current rates. See Resources. |
| Company | Settings | Your own account and two-step verification, plus the People panel for changing roles. See Personal settings. |
| Company | Integrations | Brevo email, WhatsApp, Stripe, Razorpay and Zoho Books. See Integrations. |
| Company | Subscription & Billing | Your plan, requests to change it, paying an approved request. See Subscription and billing. |
Company details — name, GSTIN, state code, financial year, purchase order threshold — are entered in the setup wizard. See Company settings.
Set up in this order
- Company details. Finish the setup wizard with the GSTIN, the GST state code and a purchase order approval threshold. Everything printed on documents comes from here.
- People. Add each person under Users & Roles with the role that matches their job. Make a second person Company Admin as a safeguard.
- Masters. Load clients, vendors and resources. A quotation needs a client, a purchase order needs a vendor, and a rate analysis draws on resources. Units of measure are already loaded.
- Integrations. Connect your own email sender so documents go out under your name, and Stripe or Razorpay if you want clients to pay invoices online.
- Projects and teams. When you award a contract the project is created. Add the people who work on it to its team — nobody but a Company Admin can open a project until they are on it.
- Subscription. Choose a plan when you are ready; the Zaptiz team confirms it.
Rules that govern administration
The last active Company Admin cannot be demoted or deactivated — by anyone, including themselves. With only one admin, an illness or a resignation can leave nobody able to add users or connect integrations. Promote a second person.
- The role decides what; the team decides where. A role says what a person may do anywhere in the app. Project team membership says which projects they can open, and whether they see that project's money.
- Only a Company Admin creates projects and clients, awards contracts, revises budgets, approves change orders and subcontract awards, approves purchase orders above the threshold, closes projects, and manages users, integrations and the subscription.
- Email is identity. A person's login email cannot be changed. A new address means a new account.
- Payments always use your own keys. Pay-online links on invoices only work through your own Stripe or Razorpay account; money never passes through Zaptiz.
Related
- Roles and permissions — what each of the nine roles can do.
- Your first project — the setup order continued into a live job.
- AI credits — the monthly AI allowance that comes with your plan.