People

Settings → People lists everyone in your shop, once each. Someone can sign in, do the work, or both:

Your office manager signs in, but bills no labor.
Your apprentice does the work, but never opens Flow.
Your foreman does both — and is entered once, not twice.

Two words on this screen never swap:

Access is what someone can do in Flow — for example Access: Estimator. Only people who sign in have it.
Labor rate is how their work is billed — one of your labor rates, for example Labor rate: Journeyman. With their wage, it prices their labor, and it's what puts them in a bid's Who picker.

A person also has a Job title — what they do here, like Office manager or Owner. It's just a description: it doesn't price anything. An owner who still pulls wire has both: Owner, billed as Master electrician.

Each row shows the person's name, their job title (or their labor rate, if they have no title), their email and phone, their access (or Doesn't sign in) and their labor rate (or No billable work). Click Open on a row to see and change everything about that person.

Add someone

Under Add a person, fill in their Name, and if you like their Job title, Email, Phone and Labor rate.

To let them sign in as well, tick Can sign in and pick their Access (new people default to Field). Their email is then required: it's the address they sign in with. Any email works — Gmail, Yahoo, a work address. We email them a welcome; they can sign in with Google if it's a Google account, or ask for a sign-in link on the sign-in page. Not there? Check their spam or bulk folder.
Leave Can sign in unticked for someone who never opens Flow.

Click Add person. If they can sign in, they get an email telling them how, and the screen tells you it went. If it didn't (a mistyped address, an email outage), they're still added, and the screen says so: let them know yourself. There's no password to set up — Flow is invite-only, and adding someone here is what lets them in.

If you tick Can sign in for someone who's already on your list with that email, Flow doesn't add them twice: it gives the person you already have a sign-in, and says so.

A person's details

Open a row to change their Name, Job title, Phone and Email. Each saves when you click out of it.

Does the work: labor rate, wage and retiring

Labor rate saves as soon as you pick it. Doesn't do billable work is for office staff and anyone else who bills no labor: they won't be offered when you pick who does a labor line on a bid.
A labor rate that isn't listed (Master electrician, say) is added once under Settings → Labor rates & burden with its wage; then it appears here. The Add a labor rate link under the picker takes you there.
Hourly wage (before burden) saves when you press Enter or click away, like everything else. Because it prices your bids, a change of more than half — $30 to $3, say — asks "Change Nate's wage from $30.00 to $3.00?" first; Cancel puts the old wage back.
Save at the bottom of the page waits for every change to land and says All changes saved with the time.

What a wage changes:

Labor you assign to that person is priced at their wage, plus your burden. On a bid, pick them under Or, pick an employee for this task in the menu beside a labor line's hours (see Who does the work).
Labor you assign to just a role (under Pick a role for this task), like "Journeyman (top rate)", is priced at the highest wage among that role's active people. A bid never assumes your cheapest crew.
If nobody in a role has a wage on file, the role's own base rate is used.

Changing a wage never changes a bid you've already sent. It applies the next time a line is priced.

When someone leaves, click Retire. They drop out of the project-lead list and off any bid that names them, so customers go back to your office. Nothing is deleted. Click Bring back if they return. Retiring doesn't stop someone signing in — remove their sign-in for that (below).

For someone who signs in, the panel shows the address they sign in with and:

Access — pick a new level and it saves straight away. You can't change your own.
What they can do — opens everything Flow lets people do, in three groups (Bids, Jobs, Settings and team). What their access already gives them is ticked and locked, marked Included with the … role. Tick anything else to give them that one thing on top; untick to take it back. Each tick saves as you make it and applies on their next click. Owners' and your own open read-only. The row shows +N extra for anyone with extras.
Remove sign-in — they can no longer sign in, and lose any extras and any notification you picked them for. They stay on your list, because jobs and bid lines name them. Retire them too if they've left. You can't remove your own sign-in.

For someone who doesn't sign in, pick their Access and click Let them sign in. They need an email on file first (add it under their details); Flow emails them how to sign in.

The access levels:

Owner — everything, including overriding gates and managing people. Keep the number of owners small. A shop always keeps at least one: Flow won't remove, demote or retire the last owner, so make someone else an owner first. Removing or demoting another owner asks you to confirm. Their current sign-in keeps working until they sign out, and a demotion applies the next time they sign in.
Manager — every bid and job permission, including closing, archiving, deleting and moving a job back. No settings unless you tick View settings for them.
Estimator — intake and bidding (Stages 1–3).
Ops — scheduling, execution support and closeout.
Field — on-site work (Stage 6).

A few things worth knowing:

Extras only add. To take away something their access includes, change their access.
Change settings includes View settings.
Manage the team is powerful. Anyone with it can give people sign-in and change their access — including making someone an owner.
A new access level needs a fresh sign-in. Extras apply on the next click; a change of access applies after they sign out and back in.

Who's emailed when a customer signs

The moment a customer signs a bid, Flow emails your shop: who signed, the job, the signed total and a link to it.

The line at the top of People says who gets it now:

Nobody picked (the default): every owner gets it, and a new owner starts getting it as soon as you add them.
People picked: only the people ticked get it, owners or not — handy when your office manager does the scheduling.

To pick someone, open their row and tick Email them when a customer signs a bid (on your own row it says Email me). The first tick starts from your current owners, so nobody stops getting it until you untick them. You can't untick the last person; to go back to every owner, click Send to every owner instead at the top.

The box is only offered to someone who signs in and whose access includes See bids, because the email shows the customer and the signed total. If it isn't offered, the panel says why. If everyone you picked later loses sign-in or that access, Flow goes back to emailing your owners rather than nobody. Every change is recorded in your shop's history.

A job's project lead

On a job's page, pick a Project lead from your people. The customer's bid then shows:

Questions about this bid? Nate Whitaker · Project lead [Text Nate] [Call Nate] [Email Nate] Or contact our office at (801) 555-0142

The lead's own number and email are used when you've entered them, and your office's when you haven't.
With no lead picked, the bid shows your office only.

Who leads a job never changes its price. Price comes from who does each labor line.

Who can do this

Anyone with View settings or Manage the team can open People.
Manage the team (every owner) is needed to add someone who signs in, change access or extras, let someone sign in, or remove a sign-in.
Change settings (every owner) is needed to add or change someone's details, trade or wage, retire them, or change who's emailed about a signed bid.
Picking a job's project lead needs permission to edit bids (owners, managers and estimators).

If you can see part of the screen but not change it, it says which permission the rest needs. Ask an owner.