Getting started
Start here if you use the app as an Administrator.
What an Administrator does
Administrators run the agency in the app. You add employees and set their pay, decide who can sign in and what each role can see, run the weekly payroll, follow the creators' numbers and the agency's money, and keep the Infloww and Hubstaff connections healthy.
The Administrator role sees every management page of the staff app. The personal pages My analytics, My posting and My schedule are for the people doing that work, so they are not in your menu. Administrator and Creator are the two roles whose permissions can't be changed: nobody can untick them on People → Roles.
Sign in
You need an account in the app first. Nobody can sign in until an administrator gives them access on People → Access. There are no passwords: each time, you get a one-time code.
Testing the app
Sign in with your own Administrator account, or with the test account for this role (the owner shares these privately).
Open the sign-in page
Open the app. If you're not signed in, you see the heading Sign in and the line "Enter your email and we'll give you a one-time code." On a wide screen the form is on the right half, and the left half shows the agency's logo and a short silent video of the app (Pause videos stops it). On a phone you see the logo above the form.
Enter your email
Type your work email in Email and click Continue. The button reads Sending code… for a moment.
Get your code
In the real app, the code comes by email, and the page says "We sent a 6-digit code to" your email. In the test app, no email is sent: the code appears on the page in a box called Your sign-in code, with the note "Test app: no email is sent, so the code is shown here. It expires in 10 minutes." Click Open the email to see, in a new tab, the email you would have received.
Type the code
Type the 6 digits in 6-digit code and click Sign in. Under the box you can check which email you are signing in with ("Signing in as …").
Code rules
- A code has 6 digits, works for 10 minutes and works only once.
- After 5 wrong tries, that code stops working, even if the next try is right. Ask for a new one.
- To get a new code, click Use a different email or get a new code, then Continue. The new code replaces the old one: only the latest code works.
- You stay signed in for 30 days on that browser, unless you sign out.
When sign-in goes wrong
| You see | What it means |
|---|---|
| Enter a valid email. | The email is not written correctly. |
| No active account uses that email. Ask an administrator for access. | The email has no account, or its access was removed. |
| Too many codes requested. Wait 15 minutes and try again. | More than 5 codes were asked for that email in 15 minutes. |
| Enter the 6-digit code. | The code box is empty or doesn't have 6 digits. |
| That code is incorrect or has expired. Request a new one. | Wrong code, too old, already used, replaced by a newer one, or locked after 5 wrong tries. |
| Too many attempts. Wait 15 minutes and request a new code. | Too many code tries for that email in 15 minutes. |
Your browser may stop you first with its own short message (for example when the email has no "@" or the code box is empty or doesn't have 6 digits), before the app's message has a chance to show.
The first page you see
After signing in you land on Analytics → Overview, the agency's money numbers at a glance. If you opened a link to another page before signing in, you go straight to that page instead.
A tour of the menu
The menu on the left is grouped the same way as this guide. Click a name to open its guide page.
Analytics
- Overview: revenue, margin, alerts and the creators table.
- Creators: every creator account and its numbers.
- Financials: revenue, expenses, agency rates, commission and Infloww invoices.
- Reports: ready-made reports you can download.
Insights
- Campaigns: the creators' campaign, trial and tracking links from Infloww.
- Messaging: automated and priority mass messages from Infloww, and what they sold.
- Notifications: creator accounts connecting to or disconnecting from Infloww.
People
- Employees: the staff directory and each person's profile.
- Access: who can sign in, and with which role.
- Roles: what each role can see and do.
- Payroll: the weekly payments, from calculation to paid.
- Sales credits: credit chatters with sales Infloww gave to nobody.
- Monthly sales: each chatter's month and bonus; close a month to set the bonuses.
Operations
- Posting: the social media VAs' posting work.
- Scheduling: the schedulers' work.
- Requests: custom content sold to fans, and the team's staff requests waiting for a decision.
- My requests: your own time off and other staff requests.
- Roster: who works which creator page in each shift, coverage gaps and availability.
- Calendar: the agency's shared calendar.
Management
- Tasks: create and assign tasks.
- My tasks: the tasks given to you.
- Strikes: a private record of employee mistakes.
- Clients: every client, who schedules for them and what they sell.
- Applications: everyone who applied through the form on the website.
Resources
- Knowledge: the agency's guides and documents for the team.
- Model sheet: each model's prices and the chat FAQ.
Settings
- Integrations: the Infloww and Hubstaff connections and syncs.
- Payroll: which sale types count toward chatter commission, and the monthly bonus tiers.
- Shifts: the shifts people are rostered on.
- Billing: the payment methods printed on client invoices.
- Emails: which emails the app sends by itself; the test app's outbox.
Pages that aren't in the menu
You reach these from buttons on other pages:
- Add employee: the Add employee button on Employees.
- Not in the app yet: the banner at the top of Employees.
- Infloww & Hubstaff links: the button of the same name on Employees.
- Payroll reports: the Reports button on Payroll.
- Import payroll history: the Import history button on Payroll reports.
- Client payouts: the Payouts button on a client's page.
- Client invoices: the Invoices button on a client's page.
See the app as another role
As an Administrator you can look at what other roles see through Preview, without signing in as them. It has no menu item: you type its page address. See Preview as another role.
Theme, help and signing out
At the bottom left of the menu is a button with your initials, your name and your role. Click it to:
- pick a Theme: Light, Dark or System (follows your device; a tick shows the current one);
- open Help & guides (your own guide);
- Sign out. Confirm, and you go back to the sign-in page.
The button at the top left of the page folds the menu down to icons and opens it again (keyboard: Ctrl+B, or Cmd+B on a Mac). On a phone, it opens the menu as a panel, which closes by itself when you tap a page.
If a page is missing
An administrator can change what any role can do on People → Roles, and can change your role on your employee profile or in Access. This guide describes the Administrator role as it comes. The Administrator role itself can't lose permissions, so if a page in this guide is missing from your menu, you probably don't have the Administrator role: check the role name under your name at the bottom left.
If you open a page your role can't use, you see Page not found with the text "This page doesn't exist or you don't have access to it." and a button Back to Heights Analytics.
How to use this guide to test
- Each page is a small test script: follow Steps, compare with What you should see, then tick the Test checklist. The ticks are not saved.
- To test the whole role in a sensible order, follow the Test plan.
- Labels in bold are the exact words on the screen. If the screen says something different, or a step doesn't work as written, note the page, the step and what you saw, and tell the owner.
Test checklist
Good to know
The app emails sign-in codes, new logins and updates on requests and tasks to the people concerned. You choose which automatic emails go out in Email settings. The test app never sends email: it shows the sign-in code on the screen and keeps every other email in its outbox. The sign-in page also has a Read the guides link that opens these guides.