1. Adding a new staff member
Open Manage Agency Team, click Add, and enter their name, work email and department. That is the whole job. The system emails them a link to choose their own password, so you never have to hand out or invent one. Tick can edit only for account managers, see value only for those allowed to see money, and dept head / finance head for the approval chain. If their link expires, open the team panel and use Resend invite.
When someone leaves, untick active in the team panel. That blocks their login immediately while keeping their name on old jobs, which deleting them would not.
2. Agency name, logo and address
Click your initial at the top right and choose Agency settings. What you set there flows through to the login screen, the header, the footer, the emails and the printed IOU, Petty Cash Voucher, Purchase Order and AV Requisition.
3. Updating the interface
The interface is the single file index.html. To put up a new version, sign in to cPanel, open File Manager, go to the subdomain folder and upload the new index.html over the old one. Never touch the api folder — it holds your database and email settings. Afterwards ask everyone to hard-refresh with Cmd/Ctrl+Shift+R.
4. Email
Mail is sent straight from your own mailbox on your own server, through cPanel. Nothing passes through an outside company. If mail stops arriving, check the mailbox password has not changed in cPanel → Email Accounts, then look in cPanel → Track Delivery to see whether messages are leaving the server.
5. The daily emails
The 7am reminder, the Monday IOU chase and the nightly snapshot are set up in cPanel → Cron Jobs. If they stop, that is the first place to look. Each run is recorded, so an admin can confirm they happened.
6. Backups
Your host takes its own backups of the whole account. On top of that, WIP Desk writes a nightly copy of all the data to a backups folder on the server and keeps the last 30 days. Export Excel in the app gives you a copy you can open offline any time.
7. If something breaks
Press F12 and open Console to see the error in red. For anything server-side, cPanel keeps a log at Metrics → Errors.
