Kaascade Help
Sites and projects
A site is a place: a house, a farm, a factory. A project is a piece of work at that site, with its own dates and budget, for example "East pool" or "Driveway". Every expense, payment and work item belongs to one project.
Who can do what
Kaascade is invite-only. Each person gets a role on a whole site or on one project. The roles form a ladder: each one can do everything the one below it can, and more. There is one exception: a site manager cannot see private entries.
- Site owner
- The legal owner of the site. Everything on the site, including private entries. Adds other owners (for example a spouse) and site managers. A site always keeps at least one owner.
- Site manager
- A trusted person who runs every project on the site, such as a main contractor or a family member. Can't see private entries and can't change who the owners are.
- Project manager
- Runs one project: plans the work, edits any of its entries, invites its people.
- Supervisor
- Works on site: records money and bill photos, edits their own entries, updates work progress.
- Viewer
- Sees the project but changes nothing.
| Site owner | Site manager | Project manager | Supervisor | Viewer | |
|---|---|---|---|---|---|
| Which projects | All on the site | All on the site | Their project | Their project | Their project |
| See entries, schedule, totals, bills, history, exports | Yes | Yes | Yes | Yes | Yes |
| See and mark private entries | Yes | – | – | – | – |
| Add expenses and money received | Yes | Yes | Yes | Yes | – |
| Edit or delete entries | Any | Any | Any | Their own | – |
| Update work progress (status, actual dates, notes, photo) | Yes | Yes | Yes | Yes | – |
| Plan work (stages, dates, who does it, estimate) | Yes | Yes | Yes | – | – |
| Edit the project (dates, budget, completed) | Yes | Yes | Yes | – | – |
| Invite people to a project, change or remove them | Yes | Yes | Yes | – | – |
| Add or delete projects | Yes | Yes | – | – | – |
| See the owners and site managers | Yes | Yes | – | – | – |
| Add, change or remove owners and site managers | Yes | – | – | – | – |
| Edit, archive or delete the site | Yes | – | – | – | – |
App admins
App admins run the app itself. They create sites and name each site's first owner, and they add other app admins. They see the names of all sites and who owns them, but nothing inside a site: no entries, totals, bills or people. An app admin sees inside a site only when that site's owner gives them a role, the same as anyone else.
Questions
The app says my email has not been invited
Ask the owner of your site, or your project manager, to invite your email address. Use exactly that address when you set up your account.
How do I sign in the first time, or if I forgot my password?
Choose "New here? Set up your account" (or "Forgot password"). You get a 6-digit code by email, valid for 10 minutes. Then you set a password: at least 12 characters with a capital letter, a small letter, a number and a symbol. After that you sign in with your email and password.
Why can't I see an entry someone told me about?
Either it is on a project you are not on, or a site owner made it private. Private entries, their bills and their history are seen only by the site's owners. They are also left out of everyone else's totals.
Can the app admin see my site's money?
No. App admins see your site's name and its owners only, unless you give them a role.
Who should be a site owner, and who a site manager?
Make the people who own the property owners, for example a couple. Make anyone else who runs the whole site a site manager. They can do almost everything, but they can't see private entries or change the owners.
Can I leave a site or remove the last owner?
A site always keeps at least one owner. To hand a site over, add the new owner first. Then the old owner can step down or be removed.
Can an entry move to another project?
Yes, to another project on the same site, by anyone who can edit it there. Entries can't move to a different site.
What do "archived site" and "completed project" mean?
An archived site is read-only for everyone until an owner restores it. A completed project takes no new entries, but its existing entries can still be edited.
Where are bill photos kept and who sees them?
In private storage. They open through a link that expires after 10 minutes, and only for people who can see the entry. Photos are shrunk before upload to save data; the limit is 5 MB.
Where do I see who changed what?
Open an entry and tap "Change history", or see Sites & people → Activity. Everyone sees changes to entries on their projects. Managers also see changes to projects and people. Site owners see everything on their site.
Does it work without signal?
Not yet. Saving needs a connection.