For small business and teams: workbooks, roles and the eight permission flags

One workbook per company

Every company, clinic or practice you run is its own workbook: separate members, separate tasks, notes, projects and files, separate permissions. If you run two companies, they are two workbooks, and the people in one never appear in the other. Your personal and household workbooks sit next to them under the same account, invisible to your staff. Plans differ only in room: the Free plan covers two workbooks you create and three people you add; Team covers ten workbooks, fifty people, 200 GB of files and the KPI API. See the plans.

Roles are presets. Flags are the truth.

Each member has a role and eight permission flags. The role fills in the flags when you add someone; afterwards you can toggle every flag for every member individually. Admins have full access regardless of the toggles, and nobody can edit the owner. This is what the presets grant:

A plain member therefore sees only what is assigned to them, can finish it and can write notes, and cannot look around the rest of the workbook. Give a trusted senior "See all tasks and notes" and "Assign to others" without making them an admin, and they can coordinate without being able to invite or remove people. Every check runs on the server, on every request; the interface only reflects what the rules already decided.

Teams and sub-teams with leads

Members are organized into teams, and teams into sub-teams, each with a lead. A task can be assigned to a person, to a team or to a whole department at once, and a lead sees their branch of the hierarchy while the owner sees everything. That is how a manager distributes work to thirty people in seconds, and how each employee's list stays limited to their own segment.

Projects with their own managers

Bigger pieces of work become projects, with sub-projects, tasks, folders and files. A project manager gets the admin permissions inside that project's subtree and a project member gets the member permissions, so you can hand a project to someone without handing them the whole workbook. New projects start with the standard folders you define once, for example Invoices, Audits, Contracts.

Accountability built in

• Task rules per workbook. Require a due date, an assignee or a completion note on every task, and nobody can close a task without them.
• Supervised mode and sign-off. In supervised mode assignees can start a task and hand it in, but cannot change its content, retag it or move it. With sign-off required, completed work waits for a supervisor before it counts as done. On plans with file storage, photos taken in the app can be attached as proof.
• An activity trail that cannot be edited. Created, assigned, started, handed in, signed off, completed with a note: every step records who and when.
• Accountable deletion. Deleting a task asks for a reason, recorded with the person's name and the time; deleted items stay in the bin for thirty days before they are removed.
• Overview. Open, done and overdue counts per person, time to open, time to finish, on-time rate and first-pass rate, with a CSV export.
• KPI API. On the Team plan the workbook owner creates revocable API keys, so your own dashboard can read the same figures.

Security your IT person will ask about

Access is decided by deny-by-default security rules inside the database, covered by an automated test suite that runs on every change. Sign-in supports two-factor authentication with an authenticator app, and the app can be locked with a PIN or a fingerprint on shared devices. Data is stored in Google Cloud's European region and processed under the GDPR terms in the privacy policy, which also lists every sub-processor; the GDPR page has the summary. The optional AI assistant is off by default and only ever runs with your own API key.

Start with one department

Create a company workbook, add one team with its lead, and invite three people on the free plan. Check what each of them can see before you invite the rest.