Setting up your workspace

About an hour, and you only do it once

1. 1. Name the workspace and say where email should go

   Settings › Workspace holds the company name, the accounts receivable address that payment receipts go to, an internal notifications address, and the address that hears about every confirmed job. The Project Digest schedule lives here too: a Monday-morning email of the next one, two or four weeks of projects and what still needs attention on each.

   

2. 2. Set tax, currency and how long a quote stays valid

   The Tax tab sets the default rate, the workspace currency (USD, EUR, GBP, CAD or AUD) and the tax label clients see, so VAT reads as VAT. Quote validity is the number of days a sent quote stays open before the link tells the client it has expired. Payment terms set the due date every invoice starts with.

   

3. 3. Decide how quotes and invoices are numbered

   Documents lets you write a format for invoice and quote numbers using the year, month, a counter, the client and the event, and shows the next number as you type. The approval terms on the same tab are the text a client agrees to when they sign a quote in the portal, so read them once with your own contract in mind.

   

4. 4. Give each event type its default times

   Events lists the types you quote (concert, corporate, festival, dry rental and so on) and the load-in, doors, crew call and load-out times each one starts with. A new quote of that type inherits them, so a corporate job starts at 8:00 and a concert at 9:00 without anyone typing it.

   

5. 5. Choose day or hourly labor, then add your rates

   Labor sets whether labor lines on quotes bill by the day or by the hour. The rates themselves live on the Labor Rates page: one card per role with the rate you bill and the rate you pay, which is what crew cost and margin are worked out from.

   

6. 6. Give departments a colour and number your cases

   Cases assigns a colour to each department. Case labels print the colour band, the pull sheet lists the spike tape rolls to bring, and the public case page shows it too. Case numbering sets the format a new case takes, so CASE-001 and CASE-002 come out in order without anyone tracking the last number.

   

7. 7. Add your people with the right role

   Users shows the seats on your plan and what each role can do. Admins run the workspace, staff work broadly, PMs are scoped to the projects they are assigned, warehouse users get inventory and checkout, and viewers read. Financial access is a separate checkbox, so a staff member can build quotes without seeing margin. Crew do not take a seat: they get portal access from Crew Access instead.

   

8. 8. Put your name on outbound email

   Communications sets the company label and reply-to address on everything Flightcase sends for you, from crew call confirmations to quote links and invoices, with a live preview of what a crew member will receive. SMS setup and alert preferences sit on the same page.

   

9. 9. Connect payments if clients will pay online

   Payment Processing connects a Stripe account so invoices carry a Pay Now button for card and bank payments. The page states the fee on each method with a worked example, lets you choose whether the client or you carries it, and shows the connection status until charges and payouts are both enabled. Manual payment instructions for cheque or wire live here as well.