Team and systems
Who on your team sees what, which outside tools Rufio connects to, and what you can build yourself
What it does
This page covers the setup around the work: who on your team can see and do what, which tools outside Rufio it connects to, and the forms, reports, print formats, and web pages you can build yourself instead of waiting on a request.
Roles and permissions mean a field tech and an office manager looking at the same system see different things: the tech sees their jobs, checklists, and the customer information they need for today; the office manager sees the fuller picture, including scheduling and the numbers behind it. Team schedules are part of the same picture, and for business types where it applies, so is team capacity — who has room for more work this week.
Connecting to the accounting and payment tools you already use — QuickBooks, Stripe — is part of this page too, though neither kind of connection exists before it's set up (see Limits).
Want a tool shaped around your process? Describe a form, workflow, dashboard, report, document format, or web page to Rufio. You and your team can inspect it, try it, and customize it before deciding to put it to use. You can also edit it directly in the builders.
Your organization's own shape is here too: the company itself, branches, departments and designations, the letter heads documents go out on, and the users and roles attached to them.
When to use it
Use this when you're setting up how your team sees the business, when you want Rufio's numbers to stay in step with your accounting or payment tools, or when you need a form, report, or document format Rufio doesn't already have.
Do not expect a connection to QuickBooks, Stripe, or anything else on this page to exist before you've set it up. That setup is the first step here, not something you flip on afterward.
How to use it
Example — giving a new member of staff access:
Request: set up access for someone who has just joined.
What Rufio does: assembles the role, the permissions that go with it, and a checklist connected to the work, customers, and tools that person will actually use.
Where it stops: this starts at Suggest — Rufio prepares the role and checklist and waits for your OK before any access is actually granted. Once you have approved the pattern a few times you can move this to Review, where Rufio sets it up and shows you afterward. Granting real access to the business stays your decision, task by task, whatever level it is set to.
Parameters
What Rufio needs from you for this part of the business:
| What Rufio needs | Why |
|---|---|
| The roles you actually use in your business | Permissions match how your team really works, not a generic default |
| Whether a connection to a tool like QuickBooks or Stripe is set up | Needed before Rufio can keep that tool in step with your numbers |
| Your business type | Determines whether team capacity and assignment context is part of what you see |
| What you want built, in plain language | Forms, workflows, reports, print formats, and web pages start from what you describe |
What you get back
A role and checklist are ready for your approval at Suggest. If you explicitly choose Review, Rufio performs the authorized setup and shows you the result afterward. Previous approvals do not change that setting. Team members see the work and information their assigned permissions allow.
Once a connection like QuickBooks or Stripe is set up, payments and invoices stay in step without entering anything twice — a payment made through Stripe is captured and the invoice marked paid; a payment recorded in Rufio syncs to QuickBooks. Rufio doesn't decide what happens with the money itself here; it reflects what already happened and keeps your systems in step.
Ask for a form, report, printable document, or web page and describe what you want it to do. Review the result, adjust the details, and decide when it is ready. Publishing or connecting it to another service may require the relevant setup and permissions.
Limits
Both kinds of outside connection on this page — a verified connection to a tool like QuickBooks or Stripe, and setting one up in the first place — need to be set up before either works. Neither is available on day one.
Team capacity and assignment context only show up where your business type actually tracks that kind of work. It isn't part of every business on Rufio.
New behavior isn't something Rufio adds to itself. A new automation or a new pattern touching your team or your connected tools is proposed to you, in plain language, before it exists.
Related
- Autonomy levels — how Suggest, Review, and Automate work, and how a task moves between them
- Every capability — the full availability table for every capability on this page
- Work and scheduling — the jobs and appointments a role's checklist connects to
- Money — the invoices and payments an accounting connection keeps in step
- What Rufio does — the rest of the business, covered the same way