Admin — Role overview

Overview

Admin is the back-office role in MyApprentice. As an Admin you run the day-to-day office work — clients, jobs, quotes, invoices, supplier paperwork, scheduling, and team admin — on behalf of the Business Owner. You can do almost everything a Business Owner can do, with a small set of guardrails: you cannot finalise a job, you cannot clock in or out, you cannot export payroll, you cannot delete an invoice, you cannot delete the Business Owner, and you cannot be selected as a shift assignee. Those guardrails exist by design so that financial sign-off and field execution remain with the Business Owner, Supervisor, Tradie, and Apprentice roles.

Who This Workflow Is For

The Admin role is for staff who manage the office — booking jobs, looking after clients, raising and sending quotes and invoices, handling supplier invoices, configuring business settings, and supporting the Business Owner. There can be more than one Admin in a business. A Business Owner still owns the business; Supervisor runs day-to-day delivery in the field; Finance handles invoicing, supplier invoices, and Xero (with a narrower scope than Admin); Tradies and Apprentices do the field work.

What this role can do

The Admin profile below is grounded in the confirmed role-based permissions for the platform.

Run Business Settings. Admin has full access to the Business, Site, Sales, Integrations, Subscription, and Account tabs. That covers the business profile, feature toggles, default Job/Shift To-Do templates, quote and invoice logo, quote validity and reminders, payment terms and methods, integrations (including Xero), subscription/billing, and your own account settings.

Manage clients. Create, edit, view, and delete client records, and search/review the linked Quotes, Jobs, Enquiries, and Invoices for any client.

Manage users. Invite, edit, change roles, and delete other users — subject to guardrails. You cannot delete the Business Owner, you cannot self-escalate your own role to a higher level, and you cannot see staff cost-rate fields.

Take work in. Set up and share the public enquiry form, review incoming enquiries, reply via the Email client back action, and convert accepted enquiries into quotes.

Quote and sell work. Create, edit, and send quotes; generate quote PDFs; record manual acceptance; handle expired quotes; convert accepted quotes into jobs. Quote portal sharing is included in the quote send/email action — there is no separate portal-share action.

Run jobs. Create, edit, view jobs; add Job To-Do’s and internal notes; update job status; share job details with the client through the Client Portal. You can complete and finalise jobs, alongside the Business Owner and Supervisor.

Schedule and dispatch. (You schedule for others — Admin cannot itself be scheduled or clock in/out.) Create, edit, view, and delete schedules, assign workers to shifts, build multi-day or recurring shifts, view the schedule board (Day / Week / Month / Team / All), and notify employees. You cannot be selected as a shift assignee because Admin is a back-office role, not a field role. Finance is also non-schedulable.

Invoice and get paid. Create, edit, and send invoices; generate invoice PDFs; record payments through Mark as Paid; push invoices to Xero (single, or all in one operation using Send all to Xero). You cannot delete an invoice.

Approve timesheets. Approve and unapprove submitted timesheets before payroll export. You cannot export payroll itself (that sits with the Business Owner, Supervisor, and Finance). You also cannot clock in or out because Admin is not a field role.

Manage stock and supplier invoices. Build the materials library, adjust stock, manage suppliers, upload supplier invoices, run AI extraction, match lines to materials, and apply supplier invoices to inventory.

Customise the dashboard. Pending the dedicated Admin dashboard, the Admin dashboard currently replicates the Business Owner dashboard. Quick Actions and Custom Tiles are per-user.

Before You Start

You need a registered Admin user account, invited by the Business Owner and set to the Admin role. After accepting the invite, set up MFA on the Customisation → Security tab before performing any MFA-gated action (inviting users, uploading supplier invoices, connecting Xero, Manage Plan and Manage Billing).

Admin guardrails (at a glance)

Admin cannot do the following — they sit elsewhere by design:

• Finalise/complete a job — Business Owner or Supervisor only.
• Clock in or out — field roles only (Business Owner, Supervisor, Tradie, Apprentice).
• Export payroll — Business Owner, Supervisor, or Finance.
• Delete an invoice — Business Owner only.
• Delete the Business Owner record — Business Owner only.
• Be scheduled as a shift assignee — Admin is non-schedulable.
• See staff cost-rate fields — guardrail on the Users area.
• Self-escalate your own role to a higher level — guardrail on the Users area.
• View Document History — Document History is Business Owner only.

See Admin role guardrails for a single-page summary you can hand to a new Admin user.

Related guides

The full list of Admin Help Centre articles is in the Admin Role Index. Articles to read first if you are new to MyApprentice as an Admin:

• Set up MFA
• Configure business settings
• Invite a team member
• Create and send a quote
• Schedule a shift
• Create an invoice
• Admin role guardrails

For end-to-end journeys that span more than one role, see the workflow guides in .