Manage the Company

This page is for company owners and Administrators. In a one-person company, the owner performs these tasks. In a larger company, limit this access to the people responsible for membership, plans, integrations, and company data.

Open company management

Open the person menu at the upper right and choose Companies. From this page, an authorized person can edit company settings, invite people, connect accounting providers from Company Settings, export data, or import a supported file.

Invite a person

Before inviting, decide:

• whether they need every client or selected clients;
• whether they need to edit or only view; and
• whether they must manage the company and its people.

Then:

1. Make the intended company active.
2. Open Companies and choose Invite.
3. Enter the person's account email.
4. Choose Administrator, Technician, Site technician, or Contractor access.
5. For a Contractor or Site technician, select one or more clients. Single-client companies assign their existing site automatically.
6. Choose Send Invite.

For client portal access, use Client login settings → Invite client login on the client's overview instead. These invitations support signup and existing accounts, do not use staff seats, and preserve all other client/staff links.

The invitation expires after seven days and must be accepted by an account with the same email address. Pending staff invitations count toward the company's user limit. Sending again to an already reserved address can replace or resend its invitation without reserving another seat.

See Sign in and get access for guidance on choosing access for office staff, technicians, contractors, and clients.

Review and remove company access

The People Linked to section lists the current company members. Removing someone from the company does not delete their global Plenum account.

For a Contractor, choose Client Access to change which clients are visible and whether each assignment can be edited. Review these assignments when a contractor's responsibilities change.

For a client portal user, open the client's Client login settings and choose Edit access. Select the appointment, published-report, report-acknowledgement, billing, or contact permissions that person needs, then choose Save. Billing view and payment permissions are separate and start off. These settings do not subscribe a contact to emails or add new appointment/payment tools to the app. Set email topics on the client's contact record separately.

Edit company details and mode

Choose Edit for the company to open Company Settings. Update the company name, address, phone, and other details from the Details tab. On a phone, use the section selector in place of the desktop tabs.

A company created in single-client mode may be changed permanently to normal multi-client mode. Its existing client and records remain. Normal multi-client mode cannot be changed back to single-client mode.

Manage time and material types

Time and material types keep logs consistent and support reporting, productivity statistics, and invoice grouping.

In Company Settings → Time & Material Types:

Customizing these company-owned lists requires an active paid plan. On Free, the existing types remain available for logging and appear read-only in Company Settings.

1. Add a type only when the existing choices do not describe the work.
2. Use short, recognizable labels that field staff can choose quickly.
3. Rename a type carefully because it affects how people interpret future entries.
4. Remove obsolete types only after confirming that no one needs them for new work. Historical logs retain their earlier type association.

Fugara suggests a type while a user enters a task or material description, but the user should still confirm it.

Manage service-report templates

Open Company Settings → Report Templates to review Fugara's one built-in default and any company-specific templates imported later. The list shows active and removed status, saved versions, usage, and assignments.

Free companies use one service-report template at a time. Their company-default assignment chooses that template; without an assignment, Fugara prefers the company template and then Default Service Report. Any active paid plan makes all active templates available and permits unlimited company templates.

Company owners and Administrators can:

• assign an active template as the company default, for a service kind, or for a maintenance plan; and
• remove a company template from new report selection.

Removal is non-destructive. Existing drafts, responses, published reports, downloads, and earlier documents continue to use their original template version.

To request a new company form or a change to an existing one, contact the person who provides your Fugara setup or support. Include a sample form and describe what should change. Template design and installation are handled for you; this page is where you choose how the available forms are used.

Manage plans and seats

Open Company Settings → Billing & Plans to see the Free baseline, active paid plans, available plans, feature lists, seat usage, and scheduled cancellation dates.

The Free baseline allows one service-report template at a time and up to five company users including the owner. Pending invitations reserve seats. If a company later drops below a plan while above the Free limit, existing memberships remain, but new invitations and other seat-reserving actions are blocked until the overage is removed or team access is added again.

Use Add plan to begin Stripe checkout. Use Manage in Stripe for an existing billing account. A pending payment does not unlock features until the subscription becomes active. For cancellation or payment changes, open Manage in Stripe, review the affected plan, and follow the billing portal's instructions. Return to Fugara to check the resulting status and any scheduled end date. Removing a paid plan can change which features and seats are available.

Connect QuickBooks or FreshBooks

Open Companies, choose Edit for the company, and select the Accounting tab in Company Settings:

1. Choose Connect QuickBooks or Connect FreshBooks.
2. Complete authorization using the intended accounting account.
3. Return to the Accounting tab and confirm the connected account details.

After connection, Fugara automatically synchronizes existing clients and issued invoices. It then creates or updates provider customers when clients or primary Billing contacts change, and creates provider copies when invoices are issued. Access-token refresh and routine synchronization happen in the background. Staff open the provider copy and send it from the provider.

If a provider request was missed or failed, expand Sync recovery options and choose Sync clients & invoices now. Disconnecting stops future synchronization; it does not remove records already created in the accounting system.

These integrations are optional. A company can use Fugara's work, reports, and invoices without either provider.

Export company data

Choose Export on the Companies page to download a Fugara JSON backup. Store the file securely because it contains company and client operational records.

The export includes company details, log types, clients, contacts, instruments, work sessions, logs, invoices, service reports, template assignments, guest work, monitoring alerts, Organ UI playback, and HVAC setup and preparation history. Connection data can be present, including encrypted HVAC settings, so treat the file as confidential. Authentication credentials and raw automatic and manual probe-reading tables are excluded.

Export is available on Free.

Import or restore company data

Company import requires a plan that includes data import.

1. Open Companies and choose Import for the target company.
2. Select the Fugara JSON file.
3. Choose Validate file.
4. Read every validation error and review the record counts.
5. Check whether Fugara identifies the file as a regular import or a full backup.
6. Confirm the exact action only after the target company and mode are correct.
7. Choose Import data.

The maximum file size is 25 MB. If validation or saving fails, the import is not partly applied. Correct the reported problem before trying again. If your file is in another format, ask for help preparing a supported import file.

Full backup restore replaces company data

A validated full Fugara backup displays a red replacement warning. Restoring it replaces the target company's existing company data. Do not continue until you have confirmed both the file and target company.

A regular import updates matching records and adds new ones. Records omitted from that file are not deleted. Regular sample files can include reports, invoices, reminders and monitoring setup. Reimport does not overwrite published report revisions or issued invoice snapshots.

New backups use archive v2; older v1 backups still work. After restoring, review HVAC preparation before re-enabling it. Pending equipment commands are cancelled and guest helper sessions must be opened again. Moving encrypted HVAC connections between deployments requires the original server encryption key.

Raw probe readings are not contained in the full backup. Existing manual readings in a restore target are preserved and remapped where possible. Keep a separate export of important manual-probe readings when planning a migration.

Leave or delete a company carefully

Non-owners may see Leave. The company owner may see Delete. Leaving removes your access; deleting removes the company itself. Use these only after confirming the company, exporting needed data, and understanding who will retain access.