Configure FlecBase for your business — user roles, record visibility, custom fields, subtypes, and workspace settings. For workspace owners and administrators.
Understanding who can do what in your workspace.
Every user in a FlecBase workspace has one of four roles. Roles control what they can see and do across both the CRM and the mobile app.
| Capability | Owner | Admin | Staff | Field User |
|---|---|---|---|---|
| Access CRM (web) | ||||
| Access mobile app | ||||
| View all records | ||||
| View own + shared records | ||||
| Create records | ||||
| Upload files & photos | ||||
| Complete prestarts | ||||
| Download PDF reports | ||||
| Manage team members | ||||
| Invite users | ||||
| Workspace settings | ||||
| Billing & subscription | ||||
| Delete workspace |
The person who created the workspace. Full control over everything including billing and workspace deletion. There is one owner per workspace.
Trusted team members who can manage users, configure settings, and access all records. They can do everything except manage billing or delete the workspace.
Day-to-day operators. Full CRM and app access, can see all records, create content, and run reports. Cannot manage users or settings.
App-only access. Designed for contractors, technicians, and field workers who need to capture data but don't need the full CRM. They see only records shared with them or created by them.
Owners and Admins can change any user's role from the Team page or from a Person record in the CRM.
How records are shared and who can see what.
FlecBase uses a simple visibility model based on user role and record ownership.
Users with CRM access can see all records in the workspace, regardless of who created them. There are no record-level permissions for CRM users — if you're staff or above, you see the full picture.
Field Users can only see records they created themselves, or records that have been explicitly shared with them. This means a contractor working for your client only sees the specific assets, inspections, and orders assigned to their work — not your entire database.
Records are shared with Field Users through the visibility setting on each record. Set a record to "shared" and assign it to a user group, and all Field Users in that group will see it in their app.
Records created by a Field User are automatically visible to all CRM users (Staff, Admin, Owner) — the data flows up.
How subtypes make the mobile app less cluttered and more useful.
Every entity type (Person, Asset, Order, etc.) can have subtypes — more specific categories that control which fields appear on the mobile app. This means a "Vehicle" asset shows different fields than a "Building" asset, even though they're both assets.
Without subtypes, every asset record shows every possible field — purchase price, warranty expiry, serial number, last service date, and dozens more. Most of those fields are irrelevant for a given asset type. Subtypes let you show only what matters.
Default subtypes are pre-loaded when your workspace is created. Common examples:
| Entity Type | Example Subtypes |
|---|---|
| Person | Employee, Contractor, Customer, Supplier Contact |
| Organisation | Client, Supplier, Branch, Government |
| Asset | Vehicle, Building, Equipment, IT Hardware, Tool |
| Order | Work Order, Service Job, Purchase Order, Quote |
| Event | Site Visit, Meeting, Training, Delivery |
| Incident | Safety Incident, Damage Report, Complaint, Near Miss |
| Inspection | Safety Inspection, Condition Assessment, Compliance Check |
When a field worker creates or opens a record, the subtype controls which fields they see. This is driven by the Attribute Registry — each field definition can be scoped to a specific subtype.
A Vehicle subtype shows: make, model, registration, odometer, tyre condition, last service date, next service due.
A Building subtype shows: address, floor area, construction year, fire rating, last inspection.
Both are "assets" — but the field worker sees only the fields relevant to what's in front of them. Less clutter, faster data entry, fewer mistakes.
Extend FlecBase with fields specific to your business.
FlecBase comes with built-in fields for each entity type (name, email, serial number, etc.). But every business is different — you might need to track a vehicle's fuel type, an asset's insurance policy number, or a person's security clearance level.
The Attribute Registry lets you define custom fields that appear in both the CRM and the mobile app. Custom fields are configured per entity type and optionally scoped to a specific subtype.
Custom fields support several data types:
| Data Type | Use For | Example |
|---|---|---|
| Text | Free text input | Policy number, registration plate |
| Number | Numeric values | Odometer reading, floor area (m²) |
| Date | Date picker | Insurance expiry, certification date |
| Boolean | Yes / No toggle | Has fire extinguisher, is compliant |
| Select | Dropdown from defined options | Fuel type (Petrol / Diesel / Electric / Hybrid) |
Custom fields are organised using two controls:
Primary fields (is_primary = Yes) appear in the main details section of the record — alongside built-in fields like name, email, and serial number. Use this for fields your team fills in every time.
Extended fields (is_primary = No) appear in a collapsible "Extended Fields" section below the main details. Use this for fields that are important but not needed on every interaction.
Group related fields under a section header. For example, all vehicle-specific fields might go under a "Vehicle Details" section, while insurance fields go under "Insurance & Compliance". Set the section_label on each attribute to group them.
is_published = Yes appear in both the CRM and the mobile app. Fields marked is_published = No appear in the CRM only — useful for internal-only data that field workers don't need to see.Global configuration for your workspace.
The Settings page in the CRM sidebar (Owner and Admin only) controls workspace-wide configuration.
The name that appears in the CRM header and in the app's workspace picker. Change it here if your business name changes.
Manage the prestart checklist templates available in your workspace. Create templates for different equipment types (vehicles, static plant, scaffolding, etc.) and attach them to specific assets.
Add, rename, or archive subtypes for each entity type. When you add a new subtype, it becomes available in the app's subtype picker when creating records.
One login, multiple clients — how contractors and multi-site businesses work.
A single FlecBase user account can belong to multiple workspaces. This is designed for contractors and consultants who work for multiple clients, or businesses with separate divisions.
A plumber works for ABC Property Management and XYZ Real Estate. Both clients invite the plumber as a Field User via FlecBase. The plumber logs in once and sees both workspaces. They switch between them as needed — seeing only the properties and work orders each client has shared with them.
File retention, compliance, and keeping your data clean.
FlecBase automatically manages file retention based on Australian workplace health and safety requirements.
| Record Type | File Retention | Basis |
|---|---|---|
| Incidents & Inspections | 7 years minimum | Australian WHS legislation |
| All other records | 90 days after deletion | Standard business practice |
When a file is deleted, it enters a soft-delete state. It remains recoverable for the retention period, after which it's permanently purged. Workspace owners can place a legal hold on the workspace to pause all file purging during audits or disputes.
Use Ctrl+K (or Cmd+K on Mac) anywhere in the CRM to search across all entity types. Results show rich cards with the entity name, type, key details, and parent record — so you can quickly find the right record without navigating through menus.
Every record has a status and optionally a priority. The CRM list views filter by status by default — active records are shown, archived and deleted records are hidden.
| Entity Type | Default Status | Available Statuses |
|---|---|---|
| Person / Org / Asset | Active | Active, Inactive, Archived (+ Disposed for Assets) |
| Order / Event / Inspection | Working On group | Draft, Open, In Progress, Complete, Cancelled |
| Incident | Working On group | Draft, Open, In Progress, Resolved, Cancelled |
Priority (Low, Normal, High, Critical) is available on work records — Orders, Events, Incidents, and Inspections. Use it to flag urgent work for your field team.