Account & security

Reset your own password from the login screen using the email address on your account. You will be sent a link; links expire, so use it when you ask for it rather than an hour later.

For a staff member who is locked out, an owner or manager can start a reset for them. Do that instead of handing over a password. The moment two people use one login, neither of them can be asked about anything that login did.

If the email address on an account is one nobody can open any more, contact us and we will verify ownership another way rather than emailing a stranger.

Two-factor authentication adds a second step to signing in: a code from an app on your phone, as well as your password. Turn it on for anyone who can reach money: owners, managers, and anyone able to void an invoice or change a price.

It matters most on the accounts that are worth taking over. A mechanic's login that can only update job status is a far smaller prize than an owner's, so start at the top rather than trying to do everyone at once.

Set it up while your phone is in front of you, and keep the recovery codes somewhere that is not that same phone. A lost phone and lost recovery codes together is the one situation that is genuinely painful to undo.

At a busy counter, logging fully out and back in every time the person changes is friction, and friction ends with everybody using one login. A PIN lets whoever is at the counter identify themselves quickly on a shared device, so what they do is still recorded against them.

A PIN is for switching users on a device that is already trusted. It is not a replacement for a password, which is why it can be short enough to type twenty times a day.

Give each person their own and treat it like a till key: not a secret from the shop, but not shared around either.

There are four roles. An owner can do everything, including pricing, plan and staff changes. A manager runs the day (job cards, stock, invoices) without the account-level controls. A cashier takes payments and issues invoices. A mechanic works on job cards and does not deal with money.

Give each person the narrowest role that still lets them work. Almost every dispute about a number turns out to be a question about who was able to change it, and roles are what answer that.

It is worth re-reading this list once a year, and whenever someone changes job. Access tends to accumulate: people get promoted, cover for someone, and keep the extra permissions long after the reason has passed.

The audit log records who did what, and when: a price changed, an invoice voided, a stock count corrected. Read it when a figure is not what somebody expected, before the question turns into an argument about who remembers what.

It earns its keep on the small things that are otherwise hard to notice: a discount applied at the counter, a part quietly taken off a job card, a count adjusted at closing time.

The audit log is included from Full Throttle upwards. On Kickstart the control you have instead is keeping the number of people who can change money-related records small, which is worth doing on any plan.