Running a team

Where the controls are

Sign in and open Your team. The sidebar has five sections: Overview, Seats, Checklists, Archive and Billing. Everything below is one of those.

You need to be a team admin to see it. A specialist without that flag signs in, runs sessions and sees their own log, and nothing on this page applies to them.

Seats and invitations

A seat is one named person with an email and a password. Seats are how the product is priced, and they are the unit of access: revoking one person leaves everybody else signed in.

Adding somebody

• Invite link is the normal route. Enter their name and email, choose Specialist or Specialist plus admin, and you get a link that lets them set their own password. It holds a seat until it is used and expires in seven days. Send it however you already reach them.
• Add directly with a temporary password is the fallback, under the seat list. Use it when somebody cannot receive the link, and read the password out. They can change it from their own account page.

The seat list

Each row shows role, status and last sign-in. Never signed in is worth scanning for: it usually means an invitation went to an address nobody reads.

Action	What it does
Make admin, or make specialist	Grants or removes team administration. You can remove your own, and you will be signed out of this page when you do.
Reset password	Issues a new one and signs that person out everywhere. Emailed if mail is configured, and shown once on screen either way.
Disable seat	Blocks sign-in and keeps everything they did. Use this when somebody leaves.
Remove seat	Frees the seat for somebody else. Their past sessions and evidence stay exactly where they are.

The seat limit is what you bought. Only Proofwalk can raise it, so ask if you need more.

Checklists

A checklist is sections of steps. Each step carries a type: check, photo, pass/fail, yes/no, choice, text, signature, or a note that gives instruction only, and any step can require a photo on top of its type. A section can allow not applicable, with a reason required, and a chosen answer such as Fail or Poor can be a stop condition that blocks sign-off until a specialist clears it with a note.

You build all of this in one editor on /admin, the same editor tenant admins use on their Team page. Checklists you author belong to your team. You may also see general ones that Proofwalk maintains, which you can attach but not edit. A session that already ran keeps the checklist it used: a report records what was actually done, rather than showing the current template.

The archive

Deleting a session moves it to your archive, where it stays out of reach until an admin either restores it or deletes it permanently. Photos also move there on their own once they pass the retention window for your plan, which starts when a session is closed rather than when it was created, so a job that ran long keeps its evidence.

Action	What it does
Restore	Puts the session back on the live list, with its photos, notes and annotations exactly as they were.
Delete permanently	Destroys it. This is the only action in the product that does.

Sessions, and how they are counted

A session counts once, the first time it is used for real work. Generating a code and never using it does not count.

Your plan includes a monthly pool of sessions shared across the whole team, so a quiet week for one specialist is available to another. The pool and what you have used are on the Billing page.

Going over never blocks anybody. Nobody is stopped mid-job because of a number: it is recorded, and we talk about it.

Sessions that close themselves

A session with nobody connected and nothing happening for a few hours closes itself, and says so in its own chat log. This stops an abandoned code sitting open forever, which matters because a join link is a working credential for as long as its session is open.

Closing requires both that nothing has happened and that nobody is connected, so a call in progress carries on.

Billing

The Billing page shows your plan, seats in use against the seat limit, sessions this month against the pool, your renewal date and how long photos are kept.

If you pay by card, Open billing portal takes you to a secure page for your card details, invoices and cancellation. The link is single use and expires. If you are invoiced directly instead, that button is replaced by who to email.

A failed payment leaves your account working. It shows on this page, and a crew keeps everything they have mid-job.

Getting help

The best route is Get help on your account page. It reaches us with your name, your team and, if you add a session code, the diagnostics that session recorded about the phone, the camera and the connection. That usually answers the question faster than a description can.

Email support@proofwalk.io if you cannot sign in, which is the one case the form cannot help with. For anything commercial, seats, renewals or plans, use sales@proofwalk.io.

Two things worth knowing