[{"data":1,"prerenderedAt":6229},["ShallowReactive",2],{"/support/emails/sending-emails-from-records":3,"support/17.emails":259,"Sending Emails from Records-surroundings":733,"undefinednav":736,"supportSearch":881},{"id":4,"title":5,"body":6,"description":242,"extension":243,"hideInfo":244,"isAdmin":244,"meta":245,"navigation":252,"path":253,"seo":254,"sitemap":255,"stem":256,"subtitle":257,"__hash__":258},"support/support/17.emails/7.sending-emails-from-records.md","Sending Emails from Records",{"type":7,"value":8,"toc":234},"minimark",[9,13,16,33,36,41,58,64,66,70,75,110,112,116,125,147,156,158,162,165,170,177,198,202,220,222],[10,11,12],"p",{},"You can email the people on your records without leaving Kinabase. 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Kinabase is, how the support docs are organised, and a suggested path through your first days.",1,{"id":887,"title":888,"titles":889,"content":890,"level":236},"/support/getting-started#_1-what-is-kinabase","1. What is Kinabase?",[266],"Kinabase is a data platform for running your organisation's day-to-day operations. You build  to hold the things you track - clients, projects, equipment, orders - then use views, workflows, automations, tasks and reporting to manage the work around that data. AI features help you set things up and keep them moving, but you're always the one making the decisions. This section gets you oriented: what the core concepts mean, how to get into Kinabase, how to find your way around, and how to create your first collection.",{"id":892,"title":893,"titles":894,"content":895,"level":236},"/support/getting-started#_2-how-these-support-docs-are-organised","2. How these support docs are organised",[266],"The support site is organised by area of the product, roughly in the order you'll need it: Getting started (you are here) - concepts, access, navigation, and your first collection.Setting up - the admin checklist for configuring a new organisation: branding, users, roles, integrations, data import.Your account - managing your own profile, sign-in, security and notifications.Collections, Fields, Records, Views - the data model in depth.Tasks, Activities, Calendar - day-to-day work tracking.Workflows, Automations, Forms - building processes.Reporting, Tools - dashboards, charts and data visualisation.Files & documents, Emails, Portals, Integrations, Accounting - connecting Kinabase to the rest of your organisation. Each section has an index page like this one, giving you an overview and links to every article in that area.",{"id":897,"title":898,"titles":899,"content":900,"level":236},"/support/getting-started#_3-your-suggested-learning-path","3. Your suggested learning path",[266],"If you're new to Kinabase, we recommend working through these in order: Understand how collections, records and fields fit together, and get a plain-English introduction to views, workflows, automations, forms, activities, tasks and portals. Find out how to reach Kinabase from your browser or the desktop app, and where to go to sign in. Get familiar with the navigation bar, the user and help menus, notifications, and the command palette (Cmd + K / Ctrl + K). Follow a guided walkthrough to set up your first collection, using AI-powered suggestions or a manual setup. A tour of the AI features across Kinabase - from collection setup to Scan & Fill - and what they can and can't do. Setting up an organisation for your team? Once you've completed this section, head to Setting up for the full admin checklist - branding, users, roles, permissions and data import. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":273,"title":272,"titles":902,"content":903,"level":885},[],"A plain-English introduction to collections, records and fields, plus views, workflows, automations, forms, activities, tasks and portals. Every part of Kinabase is built from a small set of concepts. Once these click, the rest of the product - and the rest of these support docs - makes a lot more sense. Read this article once, then come back to it whenever a term feels unfamiliar.",{"id":905,"title":906,"titles":907,"content":908,"level":236},"/support/getting-started/core-concepts#_1-collections-records-and-fields","1. Collections, records and fields",[272],"This is the foundation everything else sits on. A  is where you store one type of thing - your clients, your projects, your equipment. Think of it like a tab in a spreadsheet, or a filing cabinet drawer dedicated to one kind of paperwork. A  is a single entry inside a collection - one specific client, one specific project. In a spreadsheet, a record is a row. A  is a piece of information you track about each record - a name, an email address, a budget. In a spreadsheet, a field is a column. Example: A Clients collection might have records for 'ABC Ltd' and 'XYZ Supplies', each with fields for Contact Name, Email and Account Status. Collections can be split into Types so different kinds of record (say, 'Internal' and 'Client' projects) can have their own fields and rules. A collection list is a repeating sub-table inside a record - useful for line items on an order, or tasks on a project. Relationship fields link one collection to another, so a project record can point to the client it belongs to. See the Collections guides for the full detail.",{"id":910,"title":911,"titles":912,"content":913,"level":236},"/support/getting-started/core-concepts#_2-views","2. Views",[272],"A  is a saved way of looking at a collection - which records show, in what order, and grouped how. Think of it like a saved filter on a spreadsheet: everyone can have their own 'My open tasks' or 'This month's orders' view without changing what anyone else sees. Kinabase has three display modes: Table, Side by side, and Timeline (available when a collection has a date-range field). There's no separate board or calendar view - workflow stages give you that board-like feeling instead (see below). Read more in Views.",{"id":915,"title":916,"titles":917,"content":918,"level":236},"/support/getting-started/core-concepts#_3-workflows","3. Workflows",[272],"A  describes the path a record follows through defined s - for example, 'Lead → Prospect → Customer' for a sales pipeline. It's the digital equivalent of moving a paper file between trays on your desk: 'In progress', 'Awaiting approval', 'Done'. Each stage can have rules about who's allowed to move a record into it, what has to be filled in first, and what happens automatically when it does. Read more in Workflows.",{"id":920,"title":921,"titles":922,"content":923,"level":236},"/support/getting-started/core-concepts#_4-automations","4. Automations",[272],"An  does something automatically when a condition is met - like a factory production line that moves a part to the next step without anyone pushing it by hand. For example: when a record moves to the 'Won' stage, automatically create a task for the account manager and send them a notification. Automations run on triggers such as a record being added or updated, a stage changing, or a scheduled date being reached. Read more in Automations.",{"id":925,"title":926,"titles":927,"content":928,"level":236},"/support/getting-started/core-concepts#_5-forms","5. Forms",[272],"A  is a guided data-entry screen you can share with colleagues or, via a portal, with people outside your organisation - similar to a paper form clipped to a delivery, but one that files itself away correctly when it's filled in. Forms are built on automations: a form is simply an automation whose first step opens that guided screen. Read more in Forms.",{"id":930,"title":931,"titles":932,"content":933,"level":236},"/support/getting-started/core-concepts#_6-activities","6. Activities",[272],"An  is a logged interaction or change on a record - an email, a phone call, a meeting, a status update. Together, a record's activities build a chronological history, much like a case file that shows everything that's happened, in order. Read more in Activities.",{"id":935,"title":936,"titles":937,"content":938,"level":236},"/support/getting-started/core-concepts#_7-tasks","7. Tasks",[272],"A  is a to-do item linked to a record, assigned to someone, with a status. It's the digital equivalent of a sticky note on a colleague's desk that says 'please chase this by Friday' - except it's attached to the record it relates to, so nothing gets lost. Read more in Tasks.",{"id":940,"title":941,"titles":942,"content":943,"level":236},"/support/getting-started/core-concepts#_8-portals","8. Portals",[272],"A  is a branded web application that gives internal or external users focused access to specific collections, without the full Kinabase interface - like handing someone a single-purpose kiosk instead of the keys to the whole building. Internal portals suit field workers who only need job sheets or inspection checklists; external portals let clients, vendors or partners see just the data relevant to them, and provide sign-offs when needed. Read more in Portals. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":277,"title":276,"titles":945,"content":946,"level":885},[],"How to reach Kinabase in a browser or via the desktop app, and where to go to sign in. Kinabase is a web application, so there's nothing to install to get started - you can sign in from any modern browser on a desktop, laptop, tablet or phone. If you'd rather have it feel like a dedicated app, a desktop version is also available.",{"id":948,"title":949,"titles":950,"content":951,"level":236},"/support/getting-started/how-to-access-kinabase#_1-in-a-browser","1. In a browser",[276],"Go to app.kinabase.com in any up-to-date browser - Chrome, Firefox, Safari or Edge all work well. Enter your details on the sign-in page, or select Sign in with Microsoft if your organisation has connected Microsoft 365. For the full sign-in walkthrough, including first-time setup and resetting a forgotten password, see Signing In & Out. Once you're signed in, you'll land on your dashboard with your tasks, activities, and the collections you have access to in the sidebar. You can open multiple browser tabs to work across several collections or dashboards at once. Tip: Adding Kinabase to your desktop taskbar or dock lets you open it like a dedicated program, without typing the URL each time.",{"id":953,"title":954,"titles":955,"content":956,"level":236},"/support/getting-started/how-to-access-kinabase#_2-the-desktop-app","2. The desktop app",[276],"Kinabase is also available as a desktop app for macOS, shown in your applications as Kinabase. The desktop app updates itself automatically. To check you're on the latest version, open the help menu and select Check for updates - it will show Checking for updates... while it looks, and prompt you if a new version is available.",{"id":958,"title":959,"titles":960,"content":961,"level":236},"/support/getting-started/how-to-access-kinabase#_3-on-mobile","3. On mobile",[276],"Kinabase's layout adapts to smaller screens, so you can sign in from your phone's browser and keep the same access you'd have on a desktop - handy on the road or on the shop floor. Open your mobile browser and go to app.kinabase.com.Sign in to Kinabase.Tap the options menu (⋯) in the top-right corner.Select Add to Home Screen or Add shortcut.Customise the name if you wish, then tap Add or OK. Open Safari and go to app.kinabase.com.Sign in to Kinabase.Tap the share icon at the bottom of the screen.Scroll down and tap Add to Home Screen.Rename the shortcut if you like, then tap Add.",{"id":963,"title":964,"titles":965,"content":966,"level":236},"/support/getting-started/how-to-access-kinabase#_4-the-same-data-everywhere","4. The same data, everywhere",[276],"Whichever device you use, you're looking at the same live data. Changes you make on your desktop appear on your phone straight away, and vice versa - there's a single source of truth for your whole team. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":281,"title":280,"titles":968,"content":969,"level":885},[],"An orientation to the navigation bar, the user and help menus, notifications, and the command palette. Once you've signed in, everything in Kinabase is reachable from a handful of consistent places. This article walks through them, so you know where to look before you start exploring individual features.",{"id":971,"title":972,"titles":973,"content":974,"level":236},"/support/getting-started/navigating-kinabase#_1-the-navigation-bar","1. The navigation bar",[280],"Down the left of the screen you'll find: Dashboard - your personal overview of tasks, activities and key data.Calendar - your tasks, shown against their scheduled dates.Colleagues - the built-in list of everyone in your organisation.Your collections, organised into groups. Your System admin can arrange these groups and decide which collections you're able to see. If you're a System admin, you'll also see an Add collection button for creating new collections.",{"id":976,"title":977,"titles":978,"content":979,"level":236},"/support/getting-started/navigating-kinabase#_2-the-user-and-help-menus","2. The user and help menus",[280],"Two menus live at the bottom of the navigation bar: The user menu (your name or avatar) gives you Brand Guide, Settings and Sign out.The help menu gives you Help & Support, plus Upgrade if you're on the Starter plan. On the desktop app, it also shows Check for updates. Read more about your personal settings in Managing Your Profile.",{"id":981,"title":982,"titles":983,"content":984,"level":236},"/support/getting-started/navigating-kinabase#_3-notifications","3. Notifications",[280],"The notification bell shows you updates relevant to you - task assignments and due dates, automation notifications, and reactions on your activities. Click it to open the notification centre, and use Clear all to dismiss everything at once. Read more in Notifications.",{"id":986,"title":987,"titles":988,"content":989,"level":236},"/support/getting-started/navigating-kinabase#_4-the-command-palette","4. The command palette",[280],"Press Cmd + K (Mac) or Ctrl + K (Windows) from anywhere in Kinabase to open the command palette - the fastest way to search and jump around. Start typing to search across: Recents - shown by default, before you type anything.Collections - jump straight to a collection.Actions - things you can do, like inviting a new colleague.Settings - jump straight to a settings pane.Dashboard - jump to your dashboard. The command palette also understands plain-English requests - for example, typing a description of the records you're after can surface a suggested filter, powered by AI. See AI in Kinabase for more on how that works. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":285,"title":284,"titles":991,"content":992,"level":885},[],"Learn how to set up your first collection in Kinabase using AI-powered suggestions, or manually. This guide walks you through the simplest way to set up your first  and get a feel for how Kinabase organises your information. You'll need to be a System admin to add a collection. If the Add Collection button isn't visible to you, ask your System admin. 1. Identify what you want to track. It could be 'Customers', 'Projects', or something else central to your day-to-day work.2. Know your options. You can create a collection using Kinabase's AI-powered suggestions, from a spreadsheet, from a scanned document, or manually. For the fastest start, we recommend AI.",{"id":994,"title":995,"titles":996,"content":997,"level":236},"/support/getting-started/create-your-first-collection#_1-open-add-collection","1. Open Add Collection",[284],"Click + Add Collection at the bottom of your sidebar. A panel opens, asking \"What would you like to use Kinabase for?\"",{"id":999,"title":1000,"titles":1001,"content":1002,"level":236},"/support/getting-started/create-your-first-collection#_2-describe-your-use-case","2. Describe your use case",[284],"Type a short sentence describing what you want to track - for example, \"I want to track my clients.\" You can also skip the description and select From an existing spreadsheet or From a photo or scanned document to have Kinabase generate a collection from a file instead.",{"id":1004,"title":1005,"titles":1006,"content":1007,"level":236},"/support/getting-started/create-your-first-collection#_3-review-the-ai-powered-suggestions","3. Review the AI-powered suggestions",[284],"Kinabase proposes collections and fields based on your description. Suggestions are AI generated and may contain errors or inaccuracies - always review them before confirming.",{"id":1009,"title":1010,"titles":1011,"content":1012,"level":236},"/support/getting-started/create-your-first-collection#_4-confirm-or-adjust","4. Confirm or adjust",[284],"Rename any collection or field, or remove anything you don't need, using the options menu (⋯) next to it. You can also click Edit next to a collection name to turn on extra features, such as  (for logging calls, emails and meetings) or  (for moving records through stages like 'Lead → Prospect → Customer'). None of this is final - you can rename, add or remove fields and features at any time from the collection's Configure panel.",{"id":1014,"title":1015,"titles":1016,"content":1017,"level":236},"/support/getting-started/create-your-first-collection#_5-click-add-collections","5. Click Add Collections",[284],"Your new collection appears in the sidebar, ready for records.",{"id":1019,"title":1020,"titles":1021,"content":1022,"level":236},"/support/getting-started/create-your-first-collection#_6-prefer-manual-setup","6. Prefer manual setup?",[284],"If you'd rather build a collection field by field, select Add manually from the same panel, give it a name and icon, and add fields one at a time. This gives you full control from the start, at the cost of a slower initial setup. For the complete reference on collections - manual setup, types, lists, permissions and more - see Creating Collections. That's it. With your first collection set up, you're ready to start adding records - either manually, or by importing data from a CSV file. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":289,"title":288,"titles":1024,"content":1025,"level":885},[],"An overview of the AI features across Kinabase, from collection setup to Scan & Fill, and an honest look at what's out of scope. Kinabase uses AI in the features listed below to save you typing and suggest a starting point. Each feature uses the content you submit or the record and collection information described in that section. You review the result before it changes your data. Available on Pro and Max plans. AI features aren't included on the Starter plan.",{"id":1027,"title":1028,"titles":1029,"content":1030,"level":236},"/support/getting-started/ai-in-kinabase#_1-setting-up-collections","1. Setting up collections",[288],"When you create a collection, you can describe what you want to track in plain English and Kinabase will suggest a collection name, description, icon and a set of fields to match. You can also point it at an existing spreadsheet, or a photo or scan of a paper document, and it will propose a structure from that. See Create Your First Collection for the full walkthrough.",{"id":1032,"title":1033,"titles":1034,"content":1035,"level":236},"/support/getting-started/ai-in-kinabase#_2-scan-fill","2. Scan & Fill",[288],"Scan & Fill fills in a record's fields for you from a file, a photo, or pasted text - for example, uploading a supplier invoice and having Kinabase populate the matching fields, or pasting in an email from a prospective client to create an opportunity record. It supports PDF and Word documents, and JPG, PNG and WEBP images, up to 2MB. Always review what Scan & Fill suggests before saving - it may contain errors or inaccuracies.",{"id":1037,"title":1038,"titles":1039,"content":1040,"level":236},"/support/getting-started/ai-in-kinabase#_3-suggestions-while-you-work","3. Suggestions while you work",[288],"A few smaller AI touches show up as you use Kinabase day to day: Suggested fields for a new or existing collection, based on its name and the fields it already has. Suggested follow-up tasks based on a record's activity - logged as a Suggest Tasks option on the Activities tab. Describe the chart you want, or ask a question about a collection, and Kinabase proposes a chart to match. A Generate description with AI option when writing descriptions for fields and automations.",{"id":1042,"title":1043,"titles":1044,"content":1045,"level":236},"/support/getting-started/ai-in-kinabase#_4-ai-powered-search","4. AI-powered search",[288],"The command palette (Cmd + K / Ctrl + K) understands plain-English requests as well as exact matches. Describe the records you're after and Kinabase can suggest a filter to match, or suggest a chart if you're after a summary rather than a list. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":294,"title":293,"titles":1047,"content":1048,"level":885},[],"A step-by-step guide to setting up your organisation in Kinabase, including organisation details, users, roles, integrations and data import. This section is for System admins and implementation partners configuring a new Kinabase organisation. If you haven't already, start by creating your first collection - then work through the checklist below to get your organisation ready for your whole team.",{"id":1050,"title":1051,"titles":1052,"content":1053,"level":236},"/support/setting-up#the-setup-checklist","The setup checklist",[293],"Configure your organisation's details and branding basics. Learn the user types in Kinabase - Standard user, System admin, Billing admin, Portal user - and the statuses a user can be in. Invite your team, and understand how licences and billing work per active internal user. If your organisation uses Microsoft 365, connect it to sign users in and sync accounts automatically - no need to re-enter details. Set up roles and permission levels so people see and edit only what they need. Customise the built-in Colleagues list to hold the information you need about your people. Bring in records, activities, tasks and data structures in bulk from CSV files. Define fonts, colours and logos, applied automatically to document templates and portals. Learn what a Billing admin can do, and how plans, usage and invoices work. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":300,"title":299,"titles":1055,"content":1056,"level":885},[],"A guide for Billing admins in Kinabase, covering plans, invoices, usage, and how to manage billing through the Stripe billing portal. A Billing admin in Kinabase is a user type focused solely on financial oversight - your organisation's invoices, subscription and payment details. Billing admins don't have broader system privileges, such as configuring collections or assigning roles. See Understand User Types for how Billing admin compares to the other user types. This guide is specifically for Billing admins.",{"id":1058,"title":1059,"titles":1060,"content":1061,"level":236},"/support/setting-up/billing-admin-guide#_1-what-can-a-billing-admin-do","1. What can a Billing admin do?",[299],"View and download invoicesKeep a record of payments for bookkeeping, audits or internal review.Manage the subscription planSee your current plan, how many active users you have, and change plan.Update payment methodsEdit billing details, such as card information or a billing address, through the Stripe billing portal.Review usageCheck how close you are to your plan's user, storage or automation limits. Because Billing admins are restricted to billing-related tasks, they won't see collections, roles, or other system settings. This keeps the platform secure, and makes sure each user only accesses what they need.",{"id":1063,"title":1064,"titles":1065,"content":1066,"level":236},"/support/setting-up/billing-admin-guide#_2-becoming-a-billing-admin","2. Becoming a Billing admin",[299],"To become a Billing admin, a System admin needs to assign you this user type: A System admin opens Settings → Organisation → Users.They select the options menu (⋯) next to your name and select Change User Type, then select Billing admin.Sign out and sign back in to see the new Billing & Invoices section in Settings. System admins automatically have billing access too, so you don't need to hold both user types to manage billing.",{"id":1068,"title":1069,"titles":1070,"content":1071,"level":236},"/support/setting-up/billing-admin-guide#_3-accessing-billing-invoices","3. Accessing Billing & Invoices",[299],"Click your name in the bottom-left corner and select Settings.Go to Settings → System → Billing & Invoices.Your current plan and number of active users are shown at the top.Recent invoices are listed below - click one to view or download it as a PDF.",{"id":1073,"title":1074,"titles":1075,"content":1076,"level":236},"/support/setting-up/billing-admin-guide#_4-plans","4. Plans",[299],"Kinabase's self-service plans are Starter, Pro and Max, each with progressively more records, automations, storage and features. Some organisations are on plans that aren't sold self-service - Charity, Infinite, or Partner: Client - contact our support team if you're unsure which plan you're on. To change plan: Go to Settings → System → Billing & Invoices.Click Change plan.Select Upgrade to {Plan} or Downgrade to {Plan}, and confirm. Upgrades take effect immediately. Downgrades and billing-frequency changes take effect at your next renewal. You can also switch to annual billing to save 10%. Payment details and invoices are managed through the Stripe billing portal - click Add payment method or Manage payments to open it. There's no separate Kinabase-hosted checkout; everything runs through Stripe.",{"id":1078,"title":1079,"titles":1080,"content":1081,"level":236},"/support/setting-up/billing-admin-guide#_5-reviewing-usage","5. Reviewing usage",[299],"Go to Settings → System → Usage to see how many active users you have, how much file storage you're using against your plan's allowance, and whether you're approaching any limits. This helps you: Spot trends - see which areas of your workspace generate the most data.Avoid surprises - get advance notice before you hit a storage or user-count limit.Plan ahead - upgrade before a hard limit affects your team.",{"id":1083,"title":1084,"titles":1085,"content":1086,"level":236},"/support/setting-up/billing-admin-guide#_6-faqs","6. FAQs",[299],"Licences scale automatically as you invite or deactivate active internal users - see Invite Users & Licences. There's no separate licence count to manage in Billing & Invoices. Both System admins and Billing admins can change plan, from Settings → System → Billing & Invoices → Change plan. Billing admins don't have access to the Event Log by default. If you need that information, ask your System admin. Now that you're set up as a Billing admin, you can confidently handle subscription queries, download invoices, and keep payments up to date. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":304,"title":303,"titles":1088,"content":1089,"level":885},[],"Learn how to configure your organisation's details and branding basics in Kinabase. Configuring your organisation's details helps your workspace reflect your identity - visually, with a logo and brand colours, and operationally, with the right date and time formats and registration details for your region.",{"id":1091,"title":1092,"titles":1093,"content":1094,"level":236},"/support/setting-up/set-up-your-organisation#_1-open-organisation-details","1. Open organisation details",[303],"Click your name in the bottom-left corner of Kinabase and select Settings, then go to Settings → Organisation → Organisation Details.",{"id":1096,"title":1097,"titles":1098,"content":1099,"level":236},"/support/setting-up/set-up-your-organisation#_2-fill-in-your-organisations-details","2. Fill in your organisation's details",[303],"On the Organisation Details pane you'll find fields for: Organisation Name - displayed throughout Kinabase.Website - a direct link for reference.Country - sets your default regional settings.Phone Number and Registration Number - for official or legal reference.Organisation Size - the range that best represents your team's scale. Accurate contact and registration details help your team, and any auditors, quickly verify who you are.",{"id":1101,"title":1102,"titles":1103,"content":1104,"level":236},"/support/setting-up/set-up-your-organisation#_3-upload-your-logo","3. Upload your logo",[303],"Scroll to Organisation Logo and click Upload Logo. Choose an image at 512 × 512px or larger, up to 2MB. Once uploaded, the logo appears on dashboards across your workspace.",{"id":1106,"title":1107,"titles":1108,"content":1109,"level":236},"/support/setting-up/set-up-your-organisation#_4-set-your-date-and-time-format","4. Set your date and time format",[303],"Below the logo section, select: Date Format - Day/Month/Year or Month/Day/Year.Time Format - 24-hour or 12-hour clock. Match date and time formats to your regional norms to reduce confusion across distributed teams.",{"id":1111,"title":1112,"titles":1113,"content":1114,"level":236},"/support/setting-up/set-up-your-organisation#_5-save-your-changes","5. Save your changes",[303],"Click Update next to the section you've changed to confirm, or Undo changes to revert. Check your dashboard afterwards - your logo should appear, and date/time formats will apply across records and tasks.",{"id":1116,"title":1117,"titles":1118,"content":1119,"level":236},"/support/setting-up/set-up-your-organisation#_6-go-further-with-the-brand-guide","6. Go further with the Brand Guide",[303],"For multiple brand identities, custom colour palettes and typography, see the dedicated Brand Guide article. It covers uploading brand logos, configuring system colours, choosing fonts, and managing more than one brand identity for different use cases. Use a high-resolution logo, kept under 2MB, so it stays sharp without slowing load times.A clearly defined colour scheme and font set unifies your workspace's look and feel - see the Brand Guide.If your organisation rebrands or changes contact details, return here to keep everyone aligned. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":308,"title":307,"titles":1121,"content":1122,"level":885},[],"Learn about the six user types in Kinabase - Standard user, System admin, Billing admin, Portal user, Portal-only user and External portal user - and the statuses a user can be in. Every person in Kinabase is assigned a user type, which sets the boundaries of what they can access. This article introduces all six, so you can decide who should have which type before you start inviting people. User types are different from s. A user's type sets their system-level access; roles then control which collections and features they can use day to day. See Assign Roles & Permissions for roles.",{"id":1124,"title":1125,"titles":1126,"content":1127,"level":236},"/support/setting-up/understand-user-types#_1-the-user-types","1. The user types",[307],"User typeWho it's forStandard userEveryone doing day-to-day work in Kinabase. Access is controlled entirely by their roles.System adminFull access to every part of Kinabase, including all settings. The first person to sign up is automatically a System admin.Billing adminBilling and subscription management only - no access to collections, settings or roles.Portal userA user who accesses Kinabase through a portal rather than the main app.Portal-only userAn internal user who only has access via an internal portal, not the full Kinabase interface.External portal userSomeone outside your organisation - a client, vendor or partner - given access to specific data through an external portal.",{"id":1129,"title":1130,"titles":1131,"content":1132,"level":236},"/support/setting-up/understand-user-types#_2-standard-user","2. Standard user",[307],"Most people you invite will be Standard users. What they can see and do is entirely determined by the roles you assign them - see Assign Roles & Permissions.",{"id":1134,"title":1135,"titles":1136,"content":1137,"level":236},"/support/setting-up/understand-user-types#_3-system-admin","3. System admin",[307],"The first person from your organisation to sign up is automatically a System admin - the highest-level user type in Kinabase. A System admin can: Access and configure every part of Kinabase, including collections, fields and system-wide settings.Invite new users and change their user type.Assign or remove other System admins and Billing admins. Because a System admin has unrestricted access, we recommend keeping this to a few trusted people.",{"id":1139,"title":1140,"titles":1141,"content":1142,"level":236},"/support/setting-up/understand-user-types#_4-billing-admin","4. Billing admin",[307],"A Billing admin manages payments, invoices and subscription details, and nothing else - they can't configure collections or assign roles. This makes the type a good fit for finance or administrative staff who need billing visibility without wider system access. System admins automatically have billing access too, so you don't need to assign both types to the same person. See the full Billing Admin Guide for what this type can do.",{"id":1144,"title":1145,"titles":1146,"content":1147,"level":236},"/support/setting-up/understand-user-types#_5-portal-user-portal-only-user-and-external-portal-user","5. Portal user, Portal-only user and External portal user",[307],"These three types cover access through Portals rather than the main Kinabase app: Portal user accesses Kinabase through a portal.Portal-only user is an internal colleague whose access is limited to an internal portal - useful for field workers or staff who only need a focused set of collections.External portal user is someone outside your organisation, given access to specific data through an external portal, with no access to the main Kinabase app. These types are set up as part of configuring a portal, rather than through the standard invite flow. See Portals for details.",{"id":1149,"title":1150,"titles":1151,"content":1152,"level":236},"/support/setting-up/understand-user-types#_6-user-statuses","6. User statuses",[307],"Alongside their type, every user has a status that shows where they are in the sign-up process: StatusMeaningInvitedAn invitation has been sent but not yet accepted.Pending verificationThe user has started signing up but hasn't verified their email address yet.ActiveThe user has completed sign-up and can access Kinabase normally.DeactivatedAccess has been revoked. Deactivating a user frees up their licence.",{"id":1154,"title":1155,"titles":1156,"content":1157,"level":236},"/support/setting-up/understand-user-types#_7-changing-a-users-type","7. Changing a user's type",[307],"Go to Settings → Organisation → Users.Find the user you want to update and click the options menu (⋯) next to their name.Select Change User Type, then select System admin, Billing admin, or Standard user. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":312,"title":311,"titles":1159,"content":1160,"level":885},[],"Learn how to invite new users to Kinabase and understand how licences and billing work. Kinabase is most useful when your whole team is in it. Inviting s cuts down on data silos and keeps everyone working from the same information. Inviting a new active internal user updates your subscription - your monthly or annual billing reflects the change. See the Billing Admin Guide for how billing works.",{"id":1162,"title":1163,"titles":1164,"content":1165,"level":236},"/support/setting-up/invite-users-and-licences#_1-where-to-invite-users","1. Where to invite users",[311],"You can invite users from either: Settings → Organisation → Users, orThe Colleagues list in your sidebar. Both open the same invite form.",{"id":1167,"title":1168,"titles":1169,"content":235,"level":236},"/support/setting-up/invite-users-and-licences#_2-invite-a-new-user","2. Invite a new user",[311],{"id":1171,"title":1172,"titles":1173,"content":1174,"level":1175},"/support/setting-up/invite-users-and-licences#_1-open-users-or-colleagues","1. Open Users or Colleagues",[311,1168],"Go to Settings → Organisation → Users, or open your Colleagues list.",4,{"id":1177,"title":1178,"titles":1179,"content":1180,"level":1175},"/support/setting-up/invite-users-and-licences#_2-click-invite","2. Click Invite",[311,1168],"Click Invite, then select whether to invite by email or from a Microsoft 365 account.",{"id":1182,"title":1183,"titles":1184,"content":1185,"level":1175},"/support/setting-up/invite-users-and-licences#_3-fill-in-their-details","3. Fill in their details",[311,1168],"Enter First Name, Last Name and Email, select a User Type (see Understand User Types), and assign any Roles they need.",{"id":1187,"title":1188,"titles":1189,"content":1190,"level":1175},"/support/setting-up/invite-users-and-licences#_4-send-the-invitation","4. Send the invitation",[311,1168],"Click Invite to send it. To learn how to create roles first, see Assign Roles & Permissions. The new user receives an email with a link to set up their account. Their status changes from Invited to Active once they've registered, and they appear in both Users and Colleagues. If your organisation has connected Microsoft 365, you can sync accounts directly instead of inviting people one at a time - see Connecting to Microsoft 365.",{"id":1192,"title":1193,"titles":1194,"content":1195,"level":236},"/support/setting-up/invite-users-and-licences#_3-licences-and-billing","3. Licences and billing",[311],"Every active internal user counts towards your subscription. When you invite someone, you'll see a notification that your subscription will be updated to reflect the change, and it will appear on your next invoice. If someone no longer needs access, deactivate them from Settings → Organisation → Users - this frees up their licence. Portal users and external portal users are billed differently, as add-ons rather than per active internal user. See the Billing Admin Guide for the full picture. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":316,"title":315,"titles":1197,"content":1198,"level":885},[],"Learn how to connect Kinabase to Microsoft 365 for single sign-on, user syncing, and SharePoint file storage. Connecting your Microsoft 365 tenant (Microsoft Entra ID) to Kinabase lets your team sign in with their existing Microsoft credentials, saves you re-entering user details by hand, and can use SharePoint as your file storage. Kinabase supports two sign-in methods: Password and Microsoft 365. There's no Google sign-in option.",{"id":1200,"title":1201,"titles":1202,"content":1203,"level":236},"/support/setting-up/connecting-to-microsoft-365#what-you-can-do-with-microsoft-365","What you can do with Microsoft 365",[315],"Let users sign in to Kinabase with their existing Microsoft 365 credentials. Import users from your Microsoft 365 directory, including names, email addresses, profile photos, job titles and manager relationships. Store files in your SharePoint document library instead of Kinabase's built-in storage. Log emails as activities and add contacts to Kinabase directly from Outlook.",{"id":1205,"title":1206,"titles":1207,"content":1208,"level":236},"/support/setting-up/connecting-to-microsoft-365#_1-enable-microsoft-365-sign-in","1. Enable Microsoft 365 sign-in",[315],"Go to Settings → System → Identity & Provisioning.Under Allowed sign-in methods, turn on Microsoft 365.You'll be redirected to Microsoft to grant permission - a Microsoft 365 administrator must approve the connection.Once approved, you'll return to Kinabase with a confirmation message. Once enabled, users can sign in by selecting Microsoft 365 on the sign-in page and using their Microsoft 365 credentials.",{"id":1210,"title":1211,"titles":1212,"content":1213,"level":236},"/support/setting-up/connecting-to-microsoft-365#_2-sync-users-from-microsoft-365","2. Sync users from Microsoft 365",[315],"Go to Settings → System → Identity & Provisioning.In the Microsoft 365 section, you'll see your connection status and Tenant ID.Click Sync now to open Select users to add from Microsoft 365. The dialog shows every Microsoft 365 user not yet in Kinabase. Use the filter to show users from a specific security group, or view everyone.Tick the users you want to add.For each user, click User type & roles to set their User type (Standard user, System admin or Billing admin) and any roles for collection permissions.Click Add {n} user(s) to import the selected users, or Sync to update existing users without adding new ones. Synced users appear in both Users and the Colleagues list. Each one counts towards your Kinabase licence allocation - see Invite Users & Licences.",{"id":1215,"title":1216,"titles":1217,"content":1218,"level":1219},"/support/setting-up/connecting-to-microsoft-365#what-data-is-synced-from-microsoft-365","What data is synced from Microsoft 365?",[315,1211],"Name, first name and last name.Email address (user principal name).Profile photo, if available.Job title.Manager, if configured in Microsoft 365.Security group memberships. Profile photos are also fetched automatically the first time a user signs in with their Microsoft account, if they don't already have one set in Kinabase. Users can still upload a different photo via Settings → Account → Profile.",3,{"id":1221,"title":1222,"titles":1223,"content":1224,"level":236},"/support/setting-up/connecting-to-microsoft-365#_3-sync-job-titles-and-manager-hierarchies","3. Sync job titles and manager hierarchies",[315],"If your Microsoft 365 directory stores job titles and manager relationships, you can sync this into your Colleagues list. Make sure your Colleagues list has fields for job title and manager. See Configure the Colleagues List.In Settings → System → Identity & Provisioning, find Sync colleague information.Map your job title field to receive the Microsoft 365 job title, and your manager field to receive the reporting structure.Click Sync now to import or update the information. Manager hierarchies are useful for workflows and approvals where a record needs to be reviewed by a user's manager.",{"id":1226,"title":1227,"titles":1228,"content":1229,"level":236},"/support/setting-up/connecting-to-microsoft-365#_4-use-sharepoint-for-file-storage","4. Use SharePoint for file storage",[315],"With Microsoft 365 connected, you can store files in SharePoint instead of Kinabase's built-in storage. Go to Settings → Integrations → File Storage.Change the storage provider from Kinabase (built-in) to SharePoint.If prompted, grant Kinabase permission to access SharePoint.Select the SharePoint document library to use - we recommend an empty or dedicated library.Click Update to save. Co-editing - open Word, Excel and PowerPoint files directly in their desktop apps from Kinabase.Structured folders - Kinabase creates a folder per collection, with subfolders per record.Two-way sync - files uploaded in Kinabase appear in SharePoint, and files added in SharePoint appear in Kinabase.Version control - SharePoint's native versioning stays available.For detailed instructions, see SharePoint Integration.",{"id":1231,"title":1232,"titles":1233,"content":1234,"level":236},"/support/setting-up/connecting-to-microsoft-365#_5-the-outlook-add-in","5. The Outlook add-in",[315],"The Outlook add-in needs Microsoft 365 integration enabled. It lets users view matching contacts from emails, add new contacts to Kinabase, and log emails as activities against records. For setup instructions, see Outlook Add-in.",{"id":1236,"title":1237,"titles":1238,"content":1239,"level":236},"/support/setting-up/connecting-to-microsoft-365#_6-troubleshooting","6. Troubleshooting",[315],"A Microsoft 365 global administrator must approve the initial connection. If you're not an admin, ask your IT department to grant consent.Only users with Account Enabled set to true in Microsoft 365 appear in the sync dialog. Check the user's status in your Microsoft 365 admin centre.If SharePoint storage shows a permissions error, your Microsoft 365 administrator may need to grant Kinabase further access to read and write to SharePoint.If you rename or remove fields in your Colleagues list, revisit Identity & Provisioning to update the job title and manager mappings.Each user synced from Microsoft 365 counts towards your active Kinabase licences and will appear on your next invoice. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":218,"title":319,"titles":1241,"content":1242,"level":885},[],"Learn how to set up roles and permissions in Kinabase to control who can see and edit which parts of your data. As your Kinabase workspace grows, it's worth deciding who should see or edit which parts of your data. s and s control that, so users only have the access they need. Only the right people can edit or view certain collections, fields and records.Team members spend less time navigating irrelevant data, and more time on what matters for their job.Meeting data protection standards, such as ISO 9001 or GDPR, is easier when access is tailored deliberately.",{"id":1244,"title":1245,"titles":1246,"content":1247,"level":236},"/support/setting-up/assign-roles-and-permissions#_1-roles","1. Roles",[319],"A role groups users with similar access needs - for example, 'Sales', 'Engineering' or 'Manager'. Roles don't override a user's type: they define day-to-day permissions, not system-level access such as System admin or Billing admin. See Understand User Types for that distinction. Kinabase groups roles into: System Roles - built-in roles, including Everyone, which applies to every user and can't be deleted or renamed.Your Roles - the custom roles your organisation creates. You can assign a user more than one role - useful for people who work across teams.",{"id":1249,"title":1250,"titles":1251,"content":1252,"level":1175},"/support/setting-up/assign-roles-and-permissions#_1-add-a-role","1. Add a role",[319,1245],"Go to Settings → Organisation → Roles, click Add Role, give it a name and description, and optionally assign existing users.",{"id":1254,"title":1255,"titles":1256,"content":1257,"level":1175},"/support/setting-up/assign-roles-and-permissions#_2-manage-an-existing-role","2. Manage an existing role",[319,1245],"Use the options menu (⋯) next to a role to rename it, add or remove users, or duplicate or delete it.",{"id":1259,"title":1260,"titles":1261,"content":1262,"level":236},"/support/setting-up/assign-roles-and-permissions#_2-permission-levels","2. Permission levels",[319],"Permissions define what each role can do. For example, your 'Sales' role might have View & Edit on 'Leads' and 'Clients', but No Access to 'Financial Records'. Kinabase has four permission levels: No Access, View Only, View & Edit, and Not Enabled (for features that are switched off for that role entirely). Permissions are set per column: ColumnWhat it controlsRecordsViewing and editing records.ActivitiesLogging and viewing activities.TasksCreating and viewing tasks.FilesUploading and viewing files.ConfigureChanging the collection's setup - independent of whether the role can view records.ImportBringing data into the collection.ExportDownloading data out of the collection.Bulk DeleteDeleting multiple records at once.EmailSending emails from records.",{"id":1264,"title":1265,"titles":1266,"content":1267,"level":1175},"/support/setting-up/assign-roles-and-permissions#_1-open-the-role","1. Open the role",[319,1260],"Under Settings → Organisation → Roles, select the ⋯ menu next to the role, then select Edit Permissions.",{"id":1269,"title":1270,"titles":1271,"content":1272,"level":1175},"/support/setting-up/assign-roles-and-permissions#_2-set-access-levels","2. Set access levels",[319,1260],"For each collection, set the level for each column that applies.",{"id":1274,"title":1275,"titles":1276,"content":1277,"level":1175},"/support/setting-up/assign-roles-and-permissions#_3-save","3. Save",[319,1260],"Click Save Changes to confirm.",{"id":1279,"title":1280,"titles":1281,"content":1282,"level":1219},"/support/setting-up/assign-roles-and-permissions#fine-tuning-at-the-collection-level","Fine-tuning at the collection level",[319,1260],"For more granularity - right down to individual fields, or different rules per workflow stage - open a collection's Configure panel via the ⋯ menu in its toolbar or sidebar entry, then go to Permissions.",{"id":1284,"title":1285,"titles":1286,"content":1287,"level":236},"/support/setting-up/assign-roles-and-permissions#_3-balancing-everyone-against-specific-roles","3. Balancing Everyone against specific roles",[319],"Kinabase includes an Everyone role by default, applied to every user in your organisation. We recommend keeping this minimal - View Only or No Access - and granting more specific access through roles like 'Engineering' or 'Sales'. This keeps a secure baseline while avoiding accidental overexposure of sensitive data. An individual role's permissions can never be set lower than what Everyone already grants - to restrict access for a specific role, lower the Everyone baseline first. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":323,"title":322,"titles":1289,"content":1290,"level":885},[],"Learn what the Colleagues list is, what you can configure on it, and how it connects to Colleague fields across your collections. The s list is Kinabase's built-in people collection - every user in your organisation, whatever their user type, has a record here. It sits near the top of your sidebar, above your other collections, and it can't be deleted.",{"id":1292,"title":1293,"titles":1294,"content":1295,"level":236},"/support/setting-up/configure-the-colleagues-list#_1-what-makes-it-different-from-other-collections","1. What makes it different from other collections",[322],"Because Colleagues holds account information rather than general business data, it has a simplified configuration compared to a normal collection. You won't see Workflow, Views or Types - those don't apply here. You can still add fields, manage permissions, and control what shows on a colleague's record.",{"id":1297,"title":1298,"titles":1299,"content":1300,"level":236},"/support/setting-up/configure-the-colleagues-list#_2-how-it-connects-to-the-rest-of-kinabase","2. How it connects to the rest of Kinabase",[322],"Any field of type Colleague(s) on another collection - an 'Account Manager' field on Clients, or an 'Assigned To' field on Projects - points back to a record in this list. That's also what makes permission rules like \"the manager of this record's owner\" possible: they key off a Colleague field pointing here. Keeping the Colleagues list accurate matters beyond its own page, then - it's the source of truth every \"who\" reference in your other collections draws from.",{"id":1302,"title":1303,"titles":1304,"content":1305,"level":236},"/support/setting-up/configure-the-colleagues-list#_3-opening-configuration","3. Opening configuration",[322],"Find Colleagues near the top of your sidebar, under Calendar.Click the options menu (⋯) in the top-right of the list, or right-click Colleagues in the sidebar, and select Configure.",{"id":1307,"title":1308,"titles":1309,"content":235,"level":236},"/support/setting-up/configure-the-colleagues-list#_4-what-you-can-configure","4. What you can configure",[322],{"id":1311,"title":389,"titles":1312,"content":1313,"level":1175},"/support/setting-up/configure-the-colleagues-list#fields",[322,1308],"Add, edit or remove fields - for example 'Department', 'Job Title' or 'Line Manager'. This is also where you'd add fields to receive data synced from Microsoft 365; see Connecting to Microsoft 365.",{"id":1315,"title":1316,"titles":1317,"content":1318,"level":1175},"/support/setting-up/configure-the-colleagues-list#roles","Roles",[322,1308],"Manage which roles exist and who's assigned to them - see Assign Roles & Permissions.",{"id":1320,"title":1321,"titles":1322,"content":1323,"level":1175},"/support/setting-up/configure-the-colleagues-list#permissions","Permissions",[322,1308],"Decide which roles can view or edit the Colleagues list, and protect sensitive fields so only the roles that need them - HR, for instance - can see them.",{"id":1325,"title":1326,"titles":1327,"content":1328,"level":1175},"/support/setting-up/configure-the-colleagues-list#tabs","Tabs",[322,1308],"Control how related records, such as tasks or activities against a colleague, are displayed on their record. You can't configure workflows, views or types on the Colleagues list, and you can't delete it.",{"id":1330,"title":1331,"titles":1332,"content":1333,"level":236},"/support/setting-up/configure-the-colleagues-list#_5-add-a-field","5. Add a field",[322],"Go to Fields in the Colleagues list configuration.Click + Add Field.Give the field a name, choose a type, and add an optional description.Click OK to save. The field appears on colleague records immediately. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":327,"title":326,"titles":1335,"content":1336,"level":885},[],"Learn how to import and export data in Kinabase, including records, activities, tasks and data structures, using CSV files. Kinabase gives you flexible ways to bring data in () or take it out () - useful for migrating from spreadsheets, creating backups, or working alongside external systems. Import and export in Kinabase is CSV only - there's no Excel (.xlsx) support. You can manage imports and exports from Settings → System → Import / Export, or from within individual collections.",{"id":1338,"title":1339,"titles":1340,"content":1341,"level":236},"/support/setting-up/importing-and-exporting-data#_1-accessing-import-and-export-tools","1. Accessing import and export tools",[326],"Click your name in the bottom-left corner and select Settings.Go to Settings → System → Import / Export.Select an action:\nImport: Records, Activities, Tasks, or Data structure.Export: Everything, or individual items like records, tasks, or data structure.Only System admins have access to this page by default. Admins can grant additional permissions in Settings → Organisation → Users. Open the collection you want, using the sidebar.Click the options menu (⋯) in the top-right.Select Import (.csv) or Export (.csv) for record-based data.This is handy for simpler tasks, or when you're only working with a single collection. You can also import or export rows directly from a  on a parent record's detail tab - for example, line items on an invoice, or tasks on a project.Open a record that has a linked list table.On the table's label row, click the ⋯ menu.\nSelect Import (.csv) to upload a CSV file.Select Export (.csv) to download the list.If the table is empty, an inline Import (.csv) button appears next to the Add button.Every imported row is linked to the parent record automatically - the parent field is hidden from the field-mapping step, so there's no risk of pointing rows at the wrong parent. Exports only include rows belonging to the parent record you're viewing.",{"id":1343,"title":1344,"titles":1345,"content":1346,"level":236},"/support/setting-up/importing-and-exporting-data#_2-importing-data","2. Importing data",[326],"You can import records, activities, tasks, or a data structure. 1. Prepare your CSVMake sure your CSV columns match the fields in your collection (for example, Name, Email, Status). For updating existing records, include an ID or another unique identifier column.2. Start the importGo to Settings → System → Import / Export → Import → Records, or open the collection's ⋯ menu and select Import (.csv).3. Map fieldsSelect your CSV file, then match each CSV column to a Kinabase field.4. Choose an import typeSelect Create new records, or select Update matching records and specify a key field to update existing records without creating duplicates.5. ConfirmClick Next to run the import. This is similar to importing records, but it also imports historical timestamps for field changes - available to System admins only.1. Prepare your CSVMatch your columns to the fields in your collection, and include a Timestamp column formatted as dd/mm/yyyy hh:mm:ss.2. Start the importOpen the collection's ⋯ menu and select Import (.csv), or go to Settings → System → Import / Export → Import → Records.3. Choose your import typeSelect Import historical values for matching records, then choose the CSV column and collection field to match on.4. Map fieldsMatch each remaining CSV column to a Kinabase field.5. ConfirmClick Next. You'll see historical changes to the imported field values in each record's Activity timeline once it completes. Activities: notes, emails, calls, or system updates logged against records.Tasks: action items linked to records, with columns like Task Name, Description or Due Date.1. Open Import in SettingsGo to Import → Activities or Import → Tasks.2. Select your CSVDrag and drop your file, or browse for it.3. Map required columnsFor activities, map columns like Linked Record, Activity Type and Created By. For tasks, map columns like Task Status, Due Date and Assignees.4. ConfirmClick Next to run the import.Importing tasks from a previous system helps you keep continuity for due dates, owners and completion history. If you have a .kinabase file - exported from another Kinabase organisation, or provided by our support team:Go to Import / Export → Import → Data structure.Select the file and confirm. This creates a new collection, or updates an existing one, based on the structure in the file.",{"id":1348,"title":1349,"titles":1350,"content":1351,"level":236},"/support/setting-up/importing-and-exporting-data#_3-exporting-data","3. Exporting data",[326],"Go to Import / Export in Settings.Choose an export option:\nEverything - a zip of all records, tasks, activities and data structures (System admins only).Records / Activities / Tasks - each item type as a separate CSV.Data structure - a .kinabase file for your collections, useful for transferring your setup to another Kinabase organisation.Headers only - just the column headers, for building an import template.Save the file locally. Open the collection you want, using the sidebar.Select the ⋯ menu → Export (.csv).Name the file, choose where to save it, and confirm.When this is handy: for quick backups, or analysis in a spreadsheet tool.",{"id":1353,"title":1354,"titles":1355,"content":1356,"level":236},"/support/setting-up/importing-and-exporting-data#_4-external-backups","4. External backups",[326],"Available on the Max plan. On the Max plan, you can schedule a nightly external backup that delivers a complete workspace archive - records, activities, tasks and workspace setup, packaged as a single zip - to an external storage library you control.",{"id":1358,"title":1359,"titles":1360,"content":1361,"level":1175},"/support/setting-up/importing-and-exporting-data#_1-connect-a-storage-library","1. Connect a storage library",[326,1354],"Make sure at least one external storage library is connected under File Storage settings.",{"id":1363,"title":1364,"titles":1365,"content":1366,"level":1175},"/support/setting-up/importing-and-exporting-data#_2-open-external-backups","2. Open External Backups",[326,1354],"Go to Settings → System → Import / Export and find the External Backups panel.",{"id":1368,"title":1369,"titles":1370,"content":1371,"level":1175},"/support/setting-up/importing-and-exporting-data#_3-configure-the-schedule","3. Configure the schedule",[326,1354],"Click Configure, turn on Enable daily backups, and choose a Backup destination from your connected storage libraries.",{"id":1373,"title":1374,"titles":1375,"content":1376,"level":1175},"/support/setting-up/importing-and-exporting-data#_4-choose-a-retention-period","4. Choose a retention period",[326,1354],"Select 7, 14, 30, 60, 90 or 365 days, or Retain forever. Older archives are cleaned up automatically once they fall outside this window.",{"id":1378,"title":1379,"titles":1380,"content":1381,"level":1175},"/support/setting-up/importing-and-exporting-data#_5-save","5. Save",[326,1354],"Backups run nightly at 02:00 UTC. Use Run backup now at any time - for example, before a major configuration change - and View recent runs to check status or open an archive in your storage library. External backups complement Kinabase's standard platform backups - they give you an independent copy of your data, in storage you own.",{"id":1383,"title":1384,"titles":1385,"content":1386,"level":236},"/support/setting-up/importing-and-exporting-data#_5-troubleshooting-imports","5. Troubleshooting imports",[326],"Before updating existing records, export a CSV as a backup in case something overwrites incorrectly.Keep an eye on the import result to confirm it succeeded.If your CSV is large, consider splitting it into smaller chunks. Failed import promptIf any rows can't be imported, Kinabase prompts you to re-download a CSV containing only the problem rows.Include errors columnTick Include Errors Column. This adds a column describing why each row failed, such as an invalid field value.ExampleIf 'Botswana' doesn't exist in your 'Countries' collection, the error might read 'Value not found in linked field.'SolutionEither fix the row - change 'Botswana' to an accepted value - or add a 'Botswana' record to your 'Countries' collection, then re-import. In the Assign Fields step, tick Skip duplicate records to avoid reimporting rows that already succeeded on a previous attempt. Check you have the right import permissions under Settings → Organisation → Users. If problems persist, contact our support team. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":331,"title":330,"titles":1388,"content":1389,"level":885},[],"Learn how to set up brand identities with colours, typography, and logos in Kinabase, and share them via the Brand Guide. The Brand Guide in Kinabase lets you define your organisation's visual identity - including logos, colour palettes, and typography - and share it with your team. Your brand settings are automatically applied to document templates and portals, ensuring consistent, professional output.",{"id":1391,"title":1392,"titles":1393,"content":1394,"level":236},"/support/setting-up/brand-guide#_1-what-is-the-brand-guide","1. What Is the Brand Guide?",[330],"The Brand Guide serves two purposes: Configuration: System admins define brand identities with logos, colours, and fontsReference: All users can view the Brand Guide to access approved colours, fonts, and usage guidelines Your brand settings are used throughout Kinabase: Document Templates: Automatic styling with brand fonts and coloursPortals: Consistent branding for external-facing pagesBrand Fields: Tag records with specific brand identities",{"id":1396,"title":1397,"titles":1398,"content":235,"level":236},"/support/setting-up/brand-guide#_2-accessing-the-brand-guide","2. Accessing the Brand Guide",[330],{"id":1400,"title":1401,"titles":1402,"content":1403,"level":1219},"/support/setting-up/brand-guide#for-all-users-viewing","For All Users (Viewing)",[330,1397],"Click your user iconIn the bottom-left corner of Kinabase, click your name or avatar.Select 'Brand Guide'The Brand Guide opens, displaying your organisation's brand identity.",{"id":1405,"title":1406,"titles":1407,"content":1408,"level":1219},"/support/setting-up/brand-guide#for-system-admins-configuring","For System Admins (Configuring)",[330,1397],"Open SettingsClick your name in the bottom-left corner and select Settings.Select 'Branding'Under Organisation, select Branding to manage brand identities.",{"id":1410,"title":1411,"titles":1412,"content":235,"level":236},"/support/setting-up/brand-guide#_3-creating-a-brand-identity","3. Creating a Brand Identity",[330],{"id":1414,"title":1415,"titles":1416,"content":1417,"level":1219},"/support/setting-up/brand-guide#_31-add-a-new-brand","3.1 Add a New Brand",[330,1411],"Open Branding settingsGo to Settings → Organisation → Branding.Click 'Add Brand'The brand editor opens with three tabs: Details, Colours, and Typography.",{"id":1419,"title":1420,"titles":1421,"content":1422,"level":1219},"/support/setting-up/brand-guide#_32-brand-details","3.2 Brand Details",[330,1411],"In the Details tab: Brand Name: Enter a descriptive name (e.g., 'Corporate Brand', 'Product Line A').Brand Description: Optionally describe when this brand should be used.Brand Logo: Upload your logo image.\nRecommended size: 512 × 512 pixelsMaximum file size: 1 MBSupported formats: PNG, JPG, SVG When you upload a logo, Kinabase automatically generates a colour palette based on the image colours.",{"id":1424,"title":1425,"titles":1426,"content":1427,"level":1219},"/support/setting-up/brand-guide#_33-colour-palette","3.3 Colour Palette",[330,1411],"In the Colours tab, configure your brand's colour scheme:",{"id":1429,"title":1430,"titles":1431,"content":1432,"level":1175},"/support/setting-up/brand-guide#system-colours","System Colours",[330,1411,1425],"These six colours are used throughout the system: Your flagship colour. Appears on primary buttons, headers, and key UI elements.A complementary colour used to contrast and support the primary colour.Represents positive actions, confirmations, and completed states. Typically green-based.Conveys urgency, destructive actions, and errors. Typically red-based.Indicates caution and warnings. Typically yellow or orange-based.A neutral, informative colour for notices and information. Typically blue-based. For each colour, you can: Pick a colour using the colour pickerEnter a specific HEX codeGive the colour a custom name",{"id":1434,"title":1435,"titles":1436,"content":1437,"level":1175},"/support/setting-up/brand-guide#custom-colours","Custom Colours",[330,1411,1425],"Click Add Custom Colour to add additional brand-specific colours beyond the system palette. These appear in the Brand Guide and can be referenced by your team.",{"id":1439,"title":1440,"titles":1441,"content":1442,"level":1219},"/support/setting-up/brand-guide#_34-typography","3.4 Typography",[330,1411],"In the Typography tab, configure your brand's fonts:",{"id":1444,"title":1445,"titles":1446,"content":1447,"level":1175},"/support/setting-up/brand-guide#font-family","Font Family",[330,1411,1440],"Select a base fontChoose from system fonts (Helvetica, Arial, Times New Roman, Georgia, Verdana, Courier New) or browse Google Fonts.Preview your selectionThe preview box shows how your chosen font appears. Visit Google Fonts to explore available options.",{"id":1449,"title":1450,"titles":1451,"content":1452,"level":1175},"/support/setting-up/brand-guide#typography-styles","Typography Styles",[330,1411,1440],"Customise the appearance of each text style: StyleDefault SizeDefault WeightHeading 132ptBold (700)Heading 224ptBold (700)Heading 320ptBold (700)Heading 418ptBold (700)Heading 516ptBold (700)Heading 612ptBold (700)Paragraph11ptRegular (400) For each style, you can adjust: Font size (in points)Font weight (100-900)Letter spacingLine heightItalic styling",{"id":1454,"title":1455,"titles":1456,"content":1457,"level":1175},"/support/setting-up/brand-guide#bullet-point-style","Bullet Point Style",[330,1411,1440],"Choose the default bullet style for lists: Disc (filled circle)Circle (hollow)SquareDash",{"id":1459,"title":1460,"titles":1461,"content":1462,"level":1219},"/support/setting-up/brand-guide#_35-save-your-brand","3.5 Save Your Brand",[330,1411],"Click Save (or Add for new brands) to save your brand identity.",{"id":1464,"title":1465,"titles":1466,"content":1467,"level":236},"/support/setting-up/brand-guide#_4-viewing-the-brand-guide","4. Viewing the Brand Guide",[330],"The Brand Guide provides a comprehensive reference for your brand identity.",{"id":1469,"title":1470,"titles":1471,"content":1472,"level":1219},"/support/setting-up/brand-guide#_41-accessing-colour-codes","4.1 Accessing Colour Codes",[330,1465],"In the Colours section: View colour swatchesEach colour displays with its name and colour variations (9 shades from 100-900).Copy colour codesClick any swatch to copy its HEX code.Click the HEX, RGB, or HSL labels to copy that specific format.View custom coloursScroll to the Custom Colours section for additional brand colours.",{"id":1474,"title":1475,"titles":1476,"content":1477,"level":1219},"/support/setting-up/brand-guide#_42-typography-reference","4.2 Typography Reference",[330,1465],"In the Typography section: Font Usage GuidelinesView recommendations for using your brand fonts.Primary Brand FontSee the selected font family and where to obtain it.Typography SpecimensPreview each heading and paragraph style with actual rendering.Technical SpecificationsView detailed specs: font family, size, line height, letter spacing, weight, and variable axes.",{"id":1479,"title":1480,"titles":1481,"content":1482,"level":236},"/support/setting-up/brand-guide#_5-managing-multiple-brands","5. Managing Multiple Brands",[330],"Your organisation can have multiple brand identities for different purposes (e.g., corporate brand, product lines, regional variations).",{"id":1484,"title":1485,"titles":1486,"content":1487,"level":1219},"/support/setting-up/brand-guide#_51-switching-brands","5.1 Switching Brands",[330,1480],"Open the Brand GuideClick your user icon and select Brand Guide.Use the brand switcherIf multiple brands exist, tabs appear in the toolbar.Click a tab to view that brand's guide.",{"id":1489,"title":1490,"titles":1491,"content":1492,"level":1219},"/support/setting-up/brand-guide#_52-editing-or-deleting-brands","5.2 Editing or Deleting Brands",[330,1480],"From Settings → Organisation → Branding: Edit: Click the Edit button (pencil icon) or right-click and select Edit.Duplicate: Right-click a brand and select Duplicate to create a copy.Delete: Right-click and select Delete. Confirm the deletion in the dialog. Deleting a brand cannot be undone. Ensure it's not in use before removing it.",{"id":1494,"title":1495,"titles":1496,"content":235,"level":236},"/support/setting-up/brand-guide#_6-using-brands-in-your-data","6. Using Brands in Your Data",[330],{"id":1498,"title":1499,"titles":1500,"content":1501,"level":1219},"/support/setting-up/brand-guide#_61-brand-field-type","6.1 Brand Field Type",[330,1495],"Add a Brand  to any  to tag records with a specific brand identity: Open Collection ConfigurationRight-click your collection and select Configure.Add a FieldUnder Fields, click + Add Field.Select 'Brand'Choose the Brand field type.SaveUsers can now select a brand when creating or editing records. The brand field displays the logo and name, making it easy to identify which brand a record belongs to.",{"id":1503,"title":1504,"titles":1505,"content":1506,"level":1219},"/support/setting-up/brand-guide#_62-brand-in-document-templates","6.2 Brand in Document Templates",[330,1495],"Document templates automatically apply the primary brand identity: Typography: All headings and paragraphs use brand fontsLogo element: Insert your brand logo using the toolbarColours: Access brand colours when styling text Read our Document Templates guide for more on creating branded documents.",{"id":1508,"title":1509,"titles":1510,"content":1511,"level":236},"/support/setting-up/brand-guide#_7-best-practices","7. Best Practices",[330],"Upload logos at 512 × 512 pixels or higher for crisp display across all contexts.Ensure sufficient contrast between text and background colours for readability.Use the description field to explain when and how each brand should be used.Preview document templates after updating brand settings to ensure they look correct.Only create separate brand identities when genuinely needed to avoid confusion.",{"id":1513,"title":1514,"titles":1515,"content":1516,"level":236},"/support/setting-up/brand-guide#_8-troubleshooting","8. Troubleshooting",[330],"Google Fonts require an internet connection to load. Check your network if fonts appear incorrectly.Ensure your logo file is under 1 MB and in a supported format (PNG, JPG, SVG).Only System admins can configure brand identities. Contact your System admin.Document templates use the first brand identity by default. Ensure at least one brand is configured. The Brand Guide ensures everyone in your organisation has access to approved brand assets and guidelines. Combined with document templates, it helps maintain a professional, consistent identity across all your outputs. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":336,"title":335,"titles":1518,"content":1519,"level":885},[],"An orientation to the Your Account settings in Kinabase - your profile, how you sign in, security and notifications. Settings → Account is where everything personal to you lives, as opposed to your organisation's setup. It's where you update your name and photo, choose how you sign in, add extra security, and decide how Kinabase notifies you. Open it any time by clicking your name in the bottom-left corner of Kinabase, then selecting Settings. The Account section sits at the top of the settings sidebar.",{"id":1521,"title":1522,"titles":1523,"content":1524,"level":236},"/support/your-account#_1-whats-in-your-account","1. What's in Your Account",[335],"Your name, photo and the email addresses linked to your account. How to access your workspace, whether that's a password or Microsoft 365, and how to sign out. Change your password, turn on multi-factor authentication, and manage your Microsoft 365 connection. Choose how and when Kinabase alerts you, and how automations can notify your team.",{"id":1526,"title":1527,"titles":1528,"content":1529,"level":236},"/support/your-account#_2-looking-after-other-peoples-accounts","2. Looking after other people's accounts?",[335],"The settings in this section only affect you. If you're a System admin and need to invite people, change someone's user type, or manage licences, see Invite Users & Licences and Understand User Types instead. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":342,"title":341,"titles":1531,"content":1532,"level":885},[],"Learn how to update your name, profile photo and email addresses in Kinabase, and how Microsoft 365 keeps your photo in sync. Your Profile stores your personal details - name, photo and email addresses - so colleagues recognise you across Kinabase and you never miss an important . While your System admin adds you to Kinabase in the first place, you're free to keep your own profile accurate at any time.",{"id":1534,"title":1535,"titles":1536,"content":235,"level":236},"/support/your-account/managing-your-profile#_1-opening-your-profile","1. Opening your profile",[341],{"id":1538,"title":1539,"titles":1540,"content":1541,"level":1175},"/support/your-account/managing-your-profile#_1-open-settings","1. Open Settings",[341,1535],"Click your name in the bottom-left corner of Kinabase, then select Settings.",{"id":1543,"title":1544,"titles":1545,"content":1546,"level":1175},"/support/your-account/managing-your-profile#_2-go-to-profile","2. Go to Profile",[341,1535],"Under the Account section, select Profile - this is where you'll find your name, photo, and linked email addresses.",{"id":1548,"title":1549,"titles":1550,"content":1551,"level":236},"/support/your-account/managing-your-profile#_2-uploading-a-profile-photo","2. Uploading a profile photo",[341],"Your photo displays throughout Kinabase wherever your name appears: the sidebar, the Colleagues list,  assignments, record tables, and  sidebars.",{"id":1553,"title":1554,"titles":1555,"content":1556,"level":1175},"/support/your-account/managing-your-profile#_1-add-or-change-your-photo","1. Add or change your photo",[341,1549],"Hover over the avatar circle in Profile, click the camera icon that appears, then select an image file from your device (maximum 5 MB, any common image format). Your photo updates instantly across the application.",{"id":1558,"title":1559,"titles":1560,"content":1561,"level":1175},"/support/your-account/managing-your-profile#_2-remove-your-photo","2. Remove your photo",[341,1549],"Hover over your current profile photo and click the delete button that appears in the top-right corner, then confirm the removal. If your organisation has Microsoft 365 integration enabled, your profile photo may be imported automatically:During user sync - when your System admin syncs users from Microsoft 365, profile photos come across alongside other user details.On sign-in - if you sign in with your Microsoft account and don't already have a photo set, Kinabase retrieves your Microsoft 365 profile photo automatically.You can upload a custom photo at any time to override the synced image.",{"id":1563,"title":1564,"titles":1565,"content":1566,"level":236},"/support/your-account/managing-your-profile#_3-updating-your-name","3. Updating your name",[341],"In Profile, enter or update your First Name and Last Name. These details appear to other users when they view  entries, tasks, or  changes you've made.",{"id":1568,"title":1569,"titles":1570,"content":1571,"level":236},"/support/your-account/managing-your-profile#_4-managing-email-addresses","4. Managing email addresses",[341],"Kinabase lets you manage multiple email addresses from a single account - useful if you have both work and personal addresses.",{"id":1573,"title":1574,"titles":1575,"content":1576,"level":1175},"/support/your-account/managing-your-profile#_1-add-a-new-email","1. Add a new email",[341,1569],"Click Add Email in your Profile, then enter the new address.",{"id":1578,"title":1579,"titles":1580,"content":1581,"level":1175},"/support/your-account/managing-your-profile#_2-verify-the-address","2. Verify the address",[341,1569],"Check your inbox for a verification link and click it to start using the email in Kinabase.",{"id":1583,"title":1584,"titles":1585,"content":1586,"level":1175},"/support/your-account/managing-your-profile#_3-set-a-primary-email","3. Set a primary email",[341,1569],"Your primary email is where Kinabase sends essential notifications - like password resets or important system alerts. Find the email you want to use, click the options menu (⋯) beside it, then select Make Primary.",{"id":1588,"title":1589,"titles":1590,"content":1591,"level":1175},"/support/your-account/managing-your-profile#_4-remove-an-email","4. Remove an email",[341,1569],"Locate the address in your Profile list, click the ⋯ menu next to it, then select Remove. Always keep at least one verified email active so you don't miss any updates or password recovery emails. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":346,"title":345,"titles":1593,"content":1594,"level":885},[],"Learn how to sign in to your organisation's Kinabase workspace, using a password or Microsoft 365, and how to sign out securely when you're done. This guide explains how to sign in to your organisation's Kinabase workspace and how to sign out securely when you're done.",{"id":1596,"title":1597,"titles":1598,"content":235,"level":236},"/support/your-account/signing-in-and-out#_1-signing-in-for-the-first-time","1. Signing in for the first time",[345],{"id":1600,"title":1601,"titles":1602,"content":1603,"level":1175},"/support/your-account/signing-in-and-out#_1-check-your-email-inbox","1. Check your email inbox",[345,1597],"Look out for your invitation email from Kinabase.",{"id":1605,"title":1606,"titles":1607,"content":1608,"level":1175},"/support/your-account/signing-in-and-out#_2-open-the-invite-link","2. Open the invite link",[345,1597],"Click Get started to open the sign-up page.",{"id":1610,"title":1611,"titles":1612,"content":1613,"level":1175},"/support/your-account/signing-in-and-out#_3-create-a-password","3. Create a password",[345,1597],"Choose a secure password with a mix of letters, numbers, and symbols.",{"id":1615,"title":1616,"titles":1617,"content":1618,"level":1175},"/support/your-account/signing-in-and-out#_4-youre-signed-in","4. You're signed in",[345,1597],"After setting your password, Kinabase signs you in automatically and takes you straight to your personal . If you'd like to create a new organisation on Kinabase, we recommend booking a demo first. You can also read our Start Guide to learn more about Kinabase and how it can help your team.",{"id":1620,"title":1621,"titles":1622,"content":1623,"level":236},"/support/your-account/signing-in-and-out#_2-signing-in-as-a-returning-user","2. Signing in as a returning user",[345],"Once your account is set up, you can sign in any time at app.kinabase.com. You'll have two options, depending on what your organisation has enabled: Enter your Kinabase-registered email and the password you created. If your organisation has connected Microsoft 365, select Sign in with Microsoft. If you're already signed in to your Microsoft account, Kinabase opens automatically; otherwise, enter your Microsoft credentials when prompted. Keep your sign-in details private. Never share your password or let someone else use your account.",{"id":1625,"title":1626,"titles":1627,"content":235,"level":236},"/support/your-account/signing-in-and-out#_3-resetting-a-forgotten-password","3. Resetting a forgotten password",[345],{"id":1629,"title":1630,"titles":1631,"content":1632,"level":1175},"/support/your-account/signing-in-and-out#_1-click-forgot-password","1. Click Forgot Password?",[345,1626],"You'll find this link on the Kinabase sign-in screen.",{"id":1634,"title":1635,"titles":1636,"content":1637,"level":1175},"/support/your-account/signing-in-and-out#_2-enter-your-email","2. Enter your email",[345,1626],"Type your email address and click Continue.",{"id":1639,"title":1640,"titles":1641,"content":1642,"level":1175},"/support/your-account/signing-in-and-out#_3-check-your-inbox","3. Check your inbox",[345,1626],"Look for a password reset link.",{"id":1644,"title":1645,"titles":1646,"content":1647,"level":1175},"/support/your-account/signing-in-and-out#_4-create-a-new-password","4. Create a new password",[345,1626],"Follow the link's instructions to set a new password. If you don't receive an email, check your junk folder and make sure your email address was typed correctly.",{"id":1649,"title":1650,"titles":1651,"content":1652,"level":236},"/support/your-account/signing-in-and-out#_4-signing-out-of-kinabase","4. Signing out of Kinabase",[345],"Regularly signing out keeps your account safe, especially on shared or public devices.",{"id":1654,"title":1655,"titles":1656,"content":1657,"level":1175},"/support/your-account/signing-in-and-out#_1-open-the-user-menu","1. Open the user menu",[345,1650],"Click your name in the bottom-left corner.",{"id":1659,"title":1660,"titles":1661,"content":1662,"level":1175},"/support/your-account/signing-in-and-out#_2-select-sign-out","2. Select Sign out",[345,1650],"You'll be returned to the Kinabase sign-in page immediately. If you signed in with Microsoft and want to end that session too, visit Microsoft My Sign-Ins to complete the sign-out process there as well. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":350,"title":349,"titles":1664,"content":1665,"level":885},[],"Learn how to change your password, turn on multi-factor authentication, and manage Microsoft 365 sign-in in Kinabase. Your Security page controls how you sign in and which methods you use - password, Microsoft 365, or both together with multi-factor authentication. Keeping it up to date ensures only you can access your account.",{"id":1667,"title":1668,"titles":1669,"content":235,"level":236},"/support/your-account/security-settings#_1-opening-security-settings","1. Opening security settings",[349],{"id":1671,"title":1539,"titles":1672,"content":1541,"level":1175},"/support/your-account/security-settings#_1-open-settings",[349,1668],{"id":1674,"title":1675,"titles":1676,"content":1677,"level":1175},"/support/your-account/security-settings#_2-go-to-security","2. Go to Security",[349,1668],"You'll find it under the Account section.",{"id":1679,"title":1680,"titles":1681,"content":1682,"level":236},"/support/your-account/security-settings#_2-changing-your-password","2. Changing your password",[349],"This option only appears if password sign-in is enabled for your organisation.",{"id":1684,"title":1685,"titles":1686,"content":1687,"level":1175},"/support/your-account/security-settings#_1-click-change-password","1. Click Change Password",[349,1680],"You'll find this next to the Password item.",{"id":1689,"title":1690,"titles":1691,"content":1692,"level":1175},"/support/your-account/security-settings#_2-enter-your-details","2. Enter your details",[349,1680],"Enter your current password (if prompted) and choose a new one.",{"id":1694,"title":1695,"titles":1696,"content":1697,"level":1175},"/support/your-account/security-settings#_3-save-your-changes","3. Save your changes",[349,1680],"Use a strong, unique password - ideally a mix of letters, numbers, and symbols - to keep your account secure.",{"id":1699,"title":1700,"titles":1701,"content":1702,"level":236},"/support/your-account/security-settings#_3-setting-up-multi-factor-authentication","3. Setting up multi-factor authentication",[349],"Multi-factor authentication (MFA) adds an extra code check when you sign in with your password, so a stolen password alone isn't enough to access your account. Kinabase supports an authenticator app using time-based one-time codes, plus backup codes - there's no SMS/text-message option.",{"id":1704,"title":1705,"titles":1706,"content":1707,"level":1175},"/support/your-account/security-settings#_1-click-multi-factor-authentication","1. Click Multi-factor authentication",[349,1700],"In Security, click the Multi-factor authentication item, then Set up MFA.",{"id":1709,"title":1710,"titles":1711,"content":1712,"level":1175},"/support/your-account/security-settings#_2-scan-the-qr-code","2. Scan the QR code",[349,1700],"Open your authenticator app (such as Google Authenticator or Microsoft Authenticator) and scan the code shown. If you can't scan it, click Copy key to enter it manually instead.",{"id":1714,"title":1715,"titles":1716,"content":1717,"level":1175},"/support/your-account/security-settings#_3-verify-your-app","3. Verify your app",[349,1700],"Enter the current code from your authenticator app, then click Verify and enable.",{"id":1719,"title":1720,"titles":1721,"content":1722,"level":1175},"/support/your-account/security-settings#_4-save-your-backup-codes","4. Save your backup codes",[349,1700],"Kinabase generates a set of one-time backup codes. Save these codes somewhere safe - download them or copy them all - in case you ever lose access to your authenticator app. At sign-in, if you don't have your authenticator app to hand, select Use a backup code instead. Each backup code can only be used once.",{"id":1724,"title":1725,"titles":1726,"content":1727,"level":1175},"/support/your-account/security-settings#_5-disabling-mfa","5. Disabling MFA",[349,1700],"Click the options menu (⋯) next to Multi-factor authentication, then select Disable.",{"id":1729,"title":1730,"titles":1731,"content":1732,"level":236},"/support/your-account/security-settings#_4-signing-in-with-microsoft-365","4. Signing in with Microsoft 365",[349],"If your System admin has enabled Microsoft 365 for your organisation, you can use your Microsoft account to sign in to Kinabase.",{"id":1734,"title":1735,"titles":1736,"content":1737,"level":1175},"/support/your-account/security-settings#_1-check-the-microsoft-365-section","1. Check the Microsoft 365 section",[349,1730],"You'll see a status indicating whether you're connected or not.",{"id":1739,"title":1740,"titles":1741,"content":1742,"level":1175},"/support/your-account/security-settings#_2-connect-your-account","2. Connect your account",[349,1730],"If it's disabled, contact your System admin to enable Microsoft 365 sign-in at the organisation level. Once that's set, click Connect.",{"id":1744,"title":1745,"titles":1746,"content":1747,"level":1175},"/support/your-account/security-settings#_3-authenticate-through-microsoft","3. Authenticate through Microsoft",[349,1730],"A Microsoft sign-in window opens. Sign in with your Microsoft credentials.",{"id":1749,"title":1750,"titles":1751,"content":1752,"level":1175},"/support/your-account/security-settings#_4-return-to-kinabase","4. Return to Kinabase",[349,1730],"Once authenticated, you'll see a \"Connected\" status for your Microsoft 365 account. Read our guide to Connecting to Microsoft 365 for more detail on setting this up for your organisation.",{"id":1754,"title":1755,"titles":1756,"content":235,"level":236},"/support/your-account/security-settings#_5-disabling-or-removing-microsoft-365","5. Disabling or removing Microsoft 365",[349],{"id":1758,"title":1759,"titles":1760,"content":1761,"level":1175},"/support/your-account/security-settings#_1-locate-your-connected-account","1. Locate your connected account",[349,1755],"Under the Microsoft 365 section, you'll see your linked account.",{"id":1763,"title":1764,"titles":1765,"content":1766,"level":1175},"/support/your-account/security-settings#_2-open-the-menu","2. Open the ⋯ menu",[349,1755],"Select Disable Sign In (stops Microsoft 365 sign-in but keeps the connection) or Remove (completely unlinks your account).",{"id":1768,"title":1769,"titles":1770,"content":1771,"level":1175},"/support/your-account/security-settings#_3-confirm-your-choice","3. Confirm your choice",[349,1755],"Make sure you have a valid password set if you plan to sign in without Microsoft 365. Disabling or removing Microsoft 365 sign-in prevents you from using that method to sign in, but does not delete your Microsoft 365 user data in Kinabase. Don't share credentials - never let others use your account.Turn on MFA - it takes a couple of minutes to set up and adds a strong extra layer of protection.Keep an eye on unusual activity - if something feels off, like an unexpected sign-in, contact your System admin immediately. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":354,"title":353,"titles":1773,"content":1774,"level":885},[],"Learn how Kinabase notifications work - in-app, email and desktop channels, priorities, the notification centre, Nudge, and notifications sent by automations. Kinabase s help you stay informed about important changes - like s assigned to you, upcoming start times, or approaching due dates. You choose how you receive them and set different levels of importance, so you only get interrupted for what matters.",{"id":1776,"title":1777,"titles":1778,"content":1779,"level":236},"/support/your-account/notifications#_1-how-notifications-reach-you","1. How notifications reach you",[353],"Kinabase can notify you through three channels: In app - always on. You'll see these in the notification centre no matter what.Email - sent to your chosen email address, batched every 30 seconds or so.Desktop app notifications - native pop-ups from your operating system, but only when you're using the Kinabase desktop app and its window isn't focused. There's no browser push notification option - if you use Kinabase in a web browser, you'll only get in-app and email alerts.",{"id":1781,"title":1782,"titles":1783,"content":235,"level":236},"/support/your-account/notifications#_2-notification-settings","2. Notification settings",[353],{"id":1785,"title":1539,"titles":1786,"content":1541,"level":1175},"/support/your-account/notifications#_1-open-settings",[353,1782],{"id":1788,"title":1789,"titles":1790,"content":1677,"level":1175},"/support/your-account/notifications#_2-go-to-notifications","2. Go to Notifications",[353,1782],{"id":1792,"title":1793,"titles":1794,"content":1795,"level":1175},"/support/your-account/notifications#_3-select-channels-by-priority","3. Select channels by priority",[353,1782],"In the Preferences section, decide how you'd like to be notified, by importance. The In app row is always on; tick or untick Email for each priority level (Urgent, High, Medium, Low) and for each of your email addresses.",{"id":1797,"title":1798,"titles":1799,"content":1800,"level":1175},"/support/your-account/notifications#_4-save-your-changes","4. Save your changes",[353,1782],"Click Update to confirm.",{"id":1802,"title":1803,"titles":1804,"content":1805,"level":236},"/support/your-account/notifications#_3-setting-priority-per-event-type","3. Setting priority per event type",[353],"Below Preferences, the Notification Priorities section lets you assign a priority - or turn an event off entirely - for each category of event: EventDefault priorityTask AssignedMediumSchedule Start TimeLowTask DueHighTask I Created is CompletedLowTask I am Assigned to is CompletedMediumActivity ReactionLow Set any of these to Urgent, High, Medium, Low, or Off. Notifications from automations and from Nudge aren't configured here - see below.",{"id":1807,"title":1808,"titles":1809,"content":1810,"level":236},"/support/your-account/notifications#_4-the-notification-centre","4. The notification centre",[353],"Click the bell icon (titled Notifications) to open the notification centre. An unread badge shows your count, capping at 99+. Switch between the All and Unread tabs.Use Mark as read or Dismiss on individual notifications.Click Clear all in the footer to clear everything at once.",{"id":1812,"title":1813,"titles":1814,"content":1815,"level":236},"/support/your-account/notifications#_5-nudging-a-colleague","5. Nudging a colleague",[353],"Nudge is a quick, friendly way to catch a colleague's attention. Open the command palette (Cmd + K / Ctrl + K) and type nudge followed by their name. They'll see \" nudged you!\" as a Low-priority notification - and if they're using the Kinabase desktop app, their window will shake.",{"id":1817,"title":1818,"titles":1819,"content":1820,"level":236},"/support/your-account/notifications#_6-notifications-from-automations","6. Notifications from automations",[353],"If you need more tailored alerts - like a reminder that fires when a task is due in 15 days - build them with an . Any automation can include a Send a notification step, with fields for Title, Recipients, and Priority (Medium by default). For example, you could set a Scheduled trigger on your Projects  to fire when a task's due date is 15 days away, then add a Send a notification step to alert the assignee. You can also choose specific people to email if an automation fails, in its Advanced settings. Read Automation Steps for the full list of what a step can do, and Triggers for the six events that can start an automation.",{"id":1822,"title":1823,"titles":1824,"content":1825,"level":1219},"/support/your-account/notifications#notification-tips","Notification tips",[353,1818],"If everything is set to Urgent, you risk notification overload - set priorities deliberately.As your role changes, revisit these settings so they still match your workflow.Pair notifications with well-assigned roles, so only the relevant people get alerted. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":359,"title":358,"titles":1827,"content":1828,"level":885},[],"An orientation to collections in Kinabase - what they are, how this section is organised, and where to go for fields, records and views. A  is where you store a set of related data in Kinabase - think of it like a tab in a spreadsheet, or a table in a database. Each record is a row; each field is a column. A \"Clients\" collection might hold one record per client, with fields for their name, industry, and account manager. Collections are the foundation everything else in Kinabase builds on: s move records through stages, s react to changes in them, and s summarise what's inside them.",{"id":1830,"title":1831,"titles":1832,"content":1833,"level":236},"/support/collections#_1-explore-this-section","1. Explore this section",[358],"Add a new collection with AI-powered suggestions, build one manually, or create several at once. Open the Configure screen to set a collection's name, fields, permissions, and every other setting. Split a collection into subtypes - like \"Internal\" and \"Client\" projects - each with its own fields. Keep repeating items, like line items or components, neatly organised inside a record. Organise your sidebar, rename a collection, and understand what happens when you delete one. Maintain shared lists - like categories or departments - that several collections can reuse.",{"id":1835,"title":1836,"titles":1837,"content":1838,"level":236},"/support/collections#_2-related-areas","2. Related areas",[358],"A collection's fields, records and views each have their own section: s - the columns inside a collection, and every field type available. See Fields.s - the rows inside a collection: creating, finding, filtering and deleting them. See Records.s - saved presets of columns, filters, sorting and grouping for a collection. See Views. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":365,"title":364,"titles":1840,"content":1841,"level":885},[],"A reference for every way to create a collection in Kinabase - the AI-powered wizard, manual setup, and creating several collections at once. A  is a data container - like tabs in a spreadsheet - where you store s (rows) and s (columns). Whether you're tracking contracts, projects, or inventory, collections let you organise the information your team needs. New to Kinabase? Follow our Create Your First Collection tutorial for a guided, beginner-friendly walkthrough. This article is a complete reference covering every way to add collections.",{"id":1843,"title":1844,"titles":1845,"content":235,"level":236},"/support/collections/creating-collections#_1-starting-the-wizard","1. Starting the wizard",[364],{"id":1847,"title":1848,"titles":1849,"content":1850,"level":1175},"/support/collections/creating-collections#_1-click-add-collection","1. Click + Add Collection",[364,1844],"Look at the bottom-left of your sidebar and select + Add Collection. This button is only visible to System admins. Kinabase opens the Add collections wizard, which offers three starting points: AI-powered setup, manual setup, or starting from an existing spreadsheet or scanned document.",{"id":1852,"title":1853,"titles":1854,"content":235,"level":236},"/support/collections/creating-collections#_2-ai-powered-setup","2. AI-powered setup",[364],{"id":1856,"title":1857,"titles":1858,"content":1859,"level":1175},"/support/collections/creating-collections#_1-describe-what-you-want-to-track","1. Describe what you want to track",[364,1853],"Type a brief sentence about what you want to track - for example, \"I want to manage my client contacts\" or \"I need a projects list.\"",{"id":1861,"title":1862,"titles":1863,"content":1864,"level":1175},"/support/collections/creating-collections#_2-review-the-ai-suggestions","2. Review the AI suggestions",[364,1853],"Kinabase proposes collections and fields based on your description. If the suggestions look good, click Add Collections to finish. If you need changes, rename or remove items before finalising. Please note suggestions are AI generated and may contain errors or inaccuracies - always review them before adding. From an existing spreadsheet - upload a .csv or .xlsx file (up to 2 MB) and Kinabase infers collections and fields from its structure. This is separate from the ongoing CSV-only record import - this route is only for defining a new collection's shape.From a photo or scanned document - Kinabase reads an image or scan and proposes collections and fields based on what it finds.",{"id":1866,"title":1867,"titles":1868,"content":1869,"level":236},"/support/collections/creating-collections#_3-manual-setup","3. Manual setup",[364],"If you prefer more control, or already know exactly what you want, build your collection by hand. The manual form steps through Details, Fields, Workflows, and Features.",{"id":1871,"title":1872,"titles":1873,"content":1874,"level":1175},"/support/collections/creating-collections#_1-add-details","1. Add details",[364,1867],"Type a name (e.g. \"Suppliers\") and select an icon and colour to help you identify the collection at a glance.",{"id":1876,"title":1877,"titles":1878,"content":1879,"level":1175},"/support/collections/creating-collections#_2-add-fields","2. Add fields",[364,1867],"Click Add field for each column you need - a clear name (e.g. \"Contact Email\", \"Budget\") and a field type (Text, Number, Select, Date, and so on). See Fields for the full list of types.",{"id":1881,"title":1882,"titles":1883,"content":1884,"level":1175},"/support/collections/creating-collections#_3-configure-a-workflow-optional","3. Configure a workflow (optional)",[364,1867],"Turn workflows on if you want records to move through stages, such as Draft → In Review → Approved. See Workflows.",{"id":1886,"title":1887,"titles":1888,"content":1889,"level":1175},"/support/collections/creating-collections#_4-turn-on-extra-features","4. Turn on extra features",[364,1867],"Decide whether this collection needs  logging, s, or file uploads. You can change any of these settings at any time - start with what you need now and expand later.",{"id":1891,"title":1892,"titles":1893,"content":1894,"level":236},"/support/collections/creating-collections#_4-creating-several-collections-at-once","4. Creating several collections at once",[364],"Both the AI-powered and manual routes support adding multiple collections in one pass - for example, \"Add collections for Clients, Projects, and Invoices.\" Each collection gets its own fields, and the wizard's final button reads Add Collections when you're creating more than one.",{"id":1896,"title":1897,"titles":1898,"content":1899,"level":236},"/support/collections/creating-collections#_5-after-creation","5. After creation",[364],"Your new collection appears in the sidebar, ready for its first records. From here: Refine its settings - permissions, more fields, extra features - in Configuring Collections.Organise where it sits in the sidebar in Managing Collections. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":369,"title":368,"titles":1901,"content":1902,"level":885},[],"Learn how to open a collection's Configure screen, what each pane group controls, and how to set its name, colour, icon, and primary field. After creating a , everything about how it looks, behaves and is secured lives in its Configure screen - fields, permissions, workflow, features, and more. Getting familiar with this one screen means you can shape any collection to fit how your team actually works.",{"id":1904,"title":1905,"titles":1906,"content":235,"level":236},"/support/collections/configuring-collections#_1-opening-the-configure-screen","1. Opening the Configure screen",[368],{"id":1908,"title":1909,"titles":1910,"content":1911,"level":1175},"/support/collections/configuring-collections#_1-open-the-collection","1. Open the collection",[368,1905],"Select the collection from the sidebar.",{"id":1913,"title":1914,"titles":1915,"content":1916,"level":1175},"/support/collections/configuring-collections#_2-go-to-configure","2. Go to Configure",[368,1905],"Click the options menu (⋯) in the top-right corner and select Configure, or right-click the collection name in the sidebar and select Configure. You'll need Configure permission for this collection to make changes. If you're unsure, ask your System admin.",{"id":1918,"title":1919,"titles":1920,"content":1921,"level":236},"/support/collections/configuring-collections#_2-how-the-configure-screen-is-organised","2. How the Configure screen is organised",[368],"Panes are grouped by function. Some groups only appear if your organisation has the relevant plan or feature turned on. The collection's name, icon, colour and description - see section 3 below.Create, edit, or remove the fields (columns) in your collection, and set its Primary and Secondary Field - see section 4 below.Turn on  stages if you want records to pass through a structured process, such as Draft → In Review → Approved.Define subtypes of records - like \"Internal Project\" vs \"Client Project\" - that each have their own fields.Set up s - repeating sub-tables of related items, like line items, that live inside a record.Link records to other collections, and set the labels used to describe the relationship in each direction. Decide which fields and records show by default, and create shortcuts to commonly accessed lists.Build charts and dashboards from this collection's data.Configure alert fields that surface important conditions on a record, like an overdue renewal.Turn on data visualisation tools - such as Map or Mind Map - for this collection's records. Control which s can view, edit or delete records, activities, tasks and files in this collection - including per-stage overrides if a workflow is enabled. Let users log emails, calls, meetings, or notes against each record, and define custom activity types.Let users create, assign, and track to-do items linked to specific records.Allow file uploads against records - see section 5 below.Let users send emails from a record, from their own address or a shared one. Track field history over time for this collection. Available if your organisation has this feature turned on.Sync records from a database table or view. Available to admins if your organisation has SQL data sources turned on. Create document templates that merge with record data - handy for proposals, purchase orders, or labels. Available on the Max plan. Connect this collection to your accounting or payments provider - Xero, QuickBooks, or GoCardless. Available on the Max plan.",{"id":1923,"title":1924,"titles":1925,"content":1926,"level":236},"/support/collections/configuring-collections#_3-the-details-pane-name-colour-and-icon","3. The Details pane: name, colour, and icon",[368],"The Details pane holds the collection's core identity.",{"id":1928,"title":1929,"titles":1930,"content":1931,"level":1175},"/support/collections/configuring-collections#_1-update-the-name-and-description","1. Update the name and description",[368,1924],"Edit Collection Name and Description so users understand the collection's purpose at a glance.",{"id":1933,"title":1934,"titles":1935,"content":1936,"level":1175},"/support/collections/configuring-collections#_2-select-an-icon-and-colour","2. Select an icon and colour",[368,1924],"Click the icon button next to Collection Name to open the combined picker. Browse or search the icon grid - icons are sorted by relevance to your collection name - then select a colour from the row below: blue, indigo, purple, pink, red, orange, yellow, light-green, green, teal, cyan, or gray. Select Default to remove the colour.",{"id":1938,"title":1695,"titles":1939,"content":1940,"level":1175},"/support/collections/configuring-collections#_3-save-your-changes",[368,1924],"Click Update, or Undo changes to discard them. Your collection now shows its coloured icon badge in the sidebar. You can also set an icon and colour when you first create a collection - see Creating Collections. The Details pane also holds Identifiers, for turning on unique reference codes like \"INV-001\" - see Adding Unique Identifiers - and Delete collection, covered in Managing Collections.",{"id":1942,"title":1943,"titles":1944,"content":1945,"level":236},"/support/collections/configuring-collections#_4-primary-secondary-and-sort-fields","4. Primary, Secondary, and Sort fields",[368],"In the Fields pane, every collection has a Primary Field - the field used to identify a specific record, shown as its title wherever the record appears. Most collections also set a Secondary Field, displayed alongside the primary field for extra context, and a default sort field. Look for the Primary field, Secondary field, and Default sort badges next to each field in the list to see which is which. Change any of them from the same pane.",{"id":1947,"title":1948,"titles":1949,"content":1950,"level":236},"/support/collections/configuring-collections#_5-turning-on-files-for-a-collection","5. Turning on Files for a collection",[368],"The Files pane, under Features, controls whether users can upload files against records in this collection.",{"id":1952,"title":1953,"titles":1954,"content":1955,"level":1175},"/support/collections/configuring-collections#_1-open-the-files-pane","1. Open the Files pane",[368,1948],"From Configure, select Files under the Features group.",{"id":1957,"title":1958,"titles":1959,"content":1960,"level":1175},"/support/collections/configuring-collections#_2-turn-on-the-toggle","2. Turn on the toggle",[368,1948],"Turn on Enable files for this collection. Every record now shows a Files tab for uploading and reviewing files.",{"id":1962,"title":1963,"titles":1964,"content":1965,"level":1175},"/support/collections/configuring-collections#_3-check-your-file-storage-provider","3. Check your file storage provider",[368,1948],"If your organisation is using Kinabase's built-in storage, you'll see a prompt to configure an external provider for larger files. If you're using SharePoint, you can also set Folder Naming - which field names each record's folder, and whether its ID appears at the start or end.",{"id":1967,"title":1968,"titles":1969,"content":1970,"level":1175},"/support/collections/configuring-collections#_4-check-permissions","4. Check permissions",[368,1948],"Go to the Permissions pane and confirm which roles can view or edit files. Without read access, the Files tab is hidden; without write access, users can see files but not upload or delete them. Read Files & Docs for the full picture - storage providers, SharePoint setup, and working with files on a record. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":373,"title":372,"titles":1972,"content":1973,"level":885},[],"Learn how to create and manage Types in Kinabase to categorise records with colours, icons, and type-specific fields. A  is a subtype or category within a  - for example, \"Internal Project\" vs \"Client Project\" in a \"Projects\" collection. By grouping s under different types, you can show or hide s specific to each subtype, so each record only has the relevant inputs. You can also assign a colour and icon to each type so records are easy to identify at a glance.",{"id":1975,"title":1976,"titles":1977,"content":1978,"level":1219},"/support/collections/types#why-use-types","Why use types?",[372],"Users only see the fields that matter for the subtype they're creating.No need to maintain multiple collections if they share most of their fields - use Types instead.Each type can have unique rules, validation, or even s while still living in the same collection.Colour and icon badges let you visually distinguish types in tables, lists, and configuration screens.",{"id":1980,"title":1981,"titles":1982,"content":235,"level":236},"/support/collections/types#_1-opening-the-types-pane","1. Opening the Types pane",[372],{"id":1984,"title":1909,"titles":1985,"content":1986,"level":1175},"/support/collections/types#_1-open-the-collection",[372,1981],"Select the collection in the sidebar.",{"id":1988,"title":1914,"titles":1989,"content":1990,"level":1175},"/support/collections/types#_2-go-to-configure",[372,1981],"Right-click the collection, or click the options menu (⋯), and select Configure.",{"id":1992,"title":1993,"titles":1994,"content":1995,"level":1175},"/support/collections/types#_3-select-types","3. Select Types",[372,1981],"This shows any existing types and lets you add, remove, or edit them.",{"id":1997,"title":1998,"titles":1999,"content":235,"level":236},"/support/collections/types#_2-creating-or-editing-a-type","2. Creating or editing a type",[372],{"id":2001,"title":2002,"titles":2003,"content":2004,"level":1175},"/support/collections/types#_1-add-or-edit-a-type","1. Add or edit a type",[372,1998],"Click Add type to create a new type, or click Edit on an existing one.",{"id":2006,"title":2007,"titles":2008,"content":2009,"level":1175},"/support/collections/types#_2-select-a-colour","2. Select a colour",[372,1998],"Select a colour from the dropdown palette to the left of the type name - choose from blue, indigo, purple, pink, red, orange, yellow, light-green, green, teal, cyan, or gray.",{"id":2011,"title":2012,"titles":2013,"content":2014,"level":1175},"/support/collections/types#_3-select-an-icon","3. Select an icon",[372,1998],"Click the icon picker next to the colour selector and search for an icon that represents the type. The picker suggests icons based on the type name to speed things up.",{"id":2016,"title":2017,"titles":2018,"content":2019,"level":1175},"/support/collections/types#_4-name-the-type","4. Name the type",[372,1998],"Give the type a name, e.g. \"Client Project\", \"Internal Project\", or \"Resistor\", \"Capacitor\".",{"id":2021,"title":2022,"titles":2023,"content":2024,"level":1175},"/support/collections/types#_5-select-its-fields","5. Select its fields",[372,1998],"Tick or untick which fields belong to this type. Any field marked required in the collection's Fields pane stays required across every type.",{"id":2026,"title":2027,"titles":2028,"content":2029,"level":1175},"/support/collections/types#_6-save","6. Save",[372,1998],"Click Save to confirm. The chosen colour and icon display as a visual badge wherever that type appears, including tables, lists, and configuration screens.",{"id":2031,"title":2032,"titles":2033,"content":2034,"level":236},"/support/collections/types#_3-adding-a-record-with-a-type","3. Adding a record with a type",[372],"When you click + Add to create a new record in the collection:",{"id":2036,"title":2037,"titles":2038,"content":2039,"level":1175},"/support/collections/types#_1-select-the-type","1. Select the type",[372,2032],"A drop-down lets you pick from the types you've created (e.g. \"Client Project\" or \"Internal Project\").",{"id":2041,"title":2042,"titles":2043,"content":2044,"level":1175},"/support/collections/types#_2-fill-in-the-relevant-fields","2. Fill in the relevant fields",[372,2032],"Only the fields assigned to that type appear, keeping the form streamlined.",{"id":2046,"title":2047,"titles":2048,"content":2049,"level":1175},"/support/collections/types#_3-add-the-record","3. Add the record",[372,2032],"Kinabase stores the type choice within the record, so you always know which subtype it belongs to.",{"id":2051,"title":2052,"titles":2053,"content":2054,"level":236},"/support/collections/types#_4-changing-a-records-type","4. Changing a record's type",[372],"Whether an existing record can change type depends on the collection's Type lifecycle setting.",{"id":2056,"title":2057,"titles":2058,"content":2059,"level":1175},"/support/collections/types#setting-the-type-lifecycle","Setting the Type lifecycle",[372,2052],"Open the collection in the sidebar.Right-click, or click the ⋯ menu, and select Configure.Select the Types tab.Below your list of types, find the Type lifecycle setting.Select Fixed to keep types permanent, or Flexible to allow type changes.Click Update to save your choice.",{"id":2061,"title":2062,"titles":2063,"content":2064,"level":1175},"/support/collections/types#changing-an-existing-records-type","Changing an existing record's type",[372,2052],"When the Type lifecycle is set to Flexible: Open the record and click Edit.Select a new type from the type selector in the editor window.If any fields would lose data, an inline confirmation lists the affected fields and warns that the change can't be undone.Click Change type to proceed, or Go back to cancel. The same confirmation flow applies when editing multiple records at once. Start with a core set of fields that apply to all records, then add type-specific fields to keep subtypes organised.Review required fields - a field required at the collection level stays mandatory for every type.Use colours and icons consistently so your team can recognise types at a glance.Create views for your types - use the ⋯ menu on a type to instantly create a matching view. See Views.Plan for growth - add new types as your processes evolve. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":377,"title":376,"titles":2066,"content":2067,"level":885},[],"Learn how to set up and use collection lists in Kinabase - inline sub-tables of related items, like order line items or bill-of-materials parts, that live inside a single record. ****s let you attach multiple related records - such as order line items or bill-of-materials parts - within a single record, keeping everything together and rolling totals up automatically. Each list has its own fields and calculated fields, and every action you take on the main record (duplicate, delete, restore) can include its list items. View, add, and edit list items right inside a record, no extra tabs.Sums, averages, counts, and status fields update in real time.Duplicate, export, delete, or restore a record and all its list items together.",{"id":2069,"title":2070,"titles":2071,"content":235,"level":236},"/support/collections/collection-lists#_1-accessing-the-lists-configuration","1. Accessing the lists configuration",[376],{"id":2073,"title":2074,"titles":2075,"content":2076,"level":1175},"/support/collections/collection-lists#_1-open-collection-configuration","1. Open collection configuration",[376,2070],"Go to the collection in the sidebar. Right-click it, or click the options menu (⋯), and select Configure.",{"id":2078,"title":2079,"titles":2080,"content":2081,"level":1175},"/support/collections/collection-lists#_2-select-lists","2. Select Lists",[376,2070],"This tab shows any existing lists and lets you add, remove, or edit them. Lists are hidden from the main navigation, so you'll only see them here or inside a record.",{"id":2083,"title":2084,"titles":2085,"content":235,"level":236},"/support/collections/collection-lists#_2-creating-or-editing-a-list","2. Creating or editing a list",[376],{"id":2087,"title":2088,"titles":2089,"content":2090,"level":1175},"/support/collections/collection-lists#_1-click-add-list","1. Click + Add List",[376,2084],"Give the list a Name (e.g. Line Items, Components). Kinabase automatically labels each list item for you - no manual setup required.",{"id":2092,"title":2093,"titles":2094,"content":2095,"level":1175},"/support/collections/collection-lists#_2-define-fields","2. Define fields",[376,2084],"Add standard or calculated fields that belong exclusively to the list. Required fields in the collection stay required across every list.",{"id":2097,"title":2098,"titles":2099,"content":2100,"level":1175},"/support/collections/collection-lists#_3-configure-identifiers-optional","3. Configure identifiers (optional)",[376,2084],"Once the list has been saved, click the Identifiers tab to assign unique IDs to list items. Select Number, Abbreviation, or Custom - the same formats available on top-level collections. Set a prefix, minimum digits, or custom pattern, then click Update. New list items receive IDs automatically. Read more about adding unique identifiers.",{"id":2102,"title":2103,"titles":2104,"content":2105,"level":1175},"/support/collections/collection-lists#_4-save","4. Save",[376,2084],"Click Save to confirm. The list now appears under the Lists tab and inside each record.",{"id":2107,"title":2108,"titles":2109,"content":2110,"level":236},"/support/collections/collection-lists#_3-using-lists-in-aggregations","3. Using lists in aggregations",[376],"Open collection configuration and select Fields.Click + Add Field and select Aggregation.Open the dropdown for Target Collection and select your collection list.Select a link field from your collection list.Add any filters and the mode for your aggregation (e.g. Count, Sum, Average).Click + Add, then refresh your collection to see the new values. Read more on Computed Fields.",{"id":2112,"title":2113,"titles":2114,"content":2115,"level":236},"/support/collections/collection-lists#_4-working-with-list-items-in-a-record","4. Working with list items in a record",[376],"Open any record and scroll to the inline table that represents the list.Add, edit, or delete items directly in the table or via the full-screen form.Duplicate a list item - right-click any item and select Duplicate to open an add form pre-filled with the original values. Adjust what you need and save as a new entry. File attachments aren't copied.See roll-ups refresh instantly - totals, averages, or status indicators recalculate as soon as you change a list item.Bulk actions on list items - use checkboxes to select multiple items, then right-click for bulk operations:Edit multiple - change a field value across all selected items at once.Delete - remove multiple items in one action. A confirmation modal explains the 30-day recovery window.Export (.csv) - download selected items to CSV.Bulk Delete requires the Bulk Delete permission to be enabled in your role settings.Record actions (duplicate, delete, restore)Duplicate a record - Kinabase duplicates all its list items.Delete a record - list items are deleted too, and appear in Recently Deleted under their own tab.Restore a record - Kinabase restores all list items, keeping their links intact.",{"id":2117,"title":2118,"titles":2119,"content":2120,"level":236},"/support/collections/collection-lists#_5-importing-and-exporting","5. Importing and exporting",[376],"Kinabase has intuitive importing and exporting functionality for list items, just as it does for top-level records. Menu → Import (.csv) → select the target list. List menu → Export (.csv). Add list records in bulk using the list's own collection ID through the Kinabase API. Read our guidance for more on importing & exporting.",{"id":2122,"title":2123,"titles":2124,"content":2125,"level":1219},"/support/collections/collection-lists#utilising-lists-effectively","Utilising lists effectively",[376,2118],"Collection lists are a powerful way to keep your data organised and exactly where you need it. Use them for order line items, quotes, or parts on a bill-of-materials. List items always respect the collection's permission rules.You need edit access to the record to add or change its list items.A list cannot contain another list - this keeps structures simple. Start small - define core fields first, then add calculated fields for totals or status.Plan ahead - lists cannot contain other lists; model deeper hierarchies with multiple collections if needed.Review required fields - a required field in the collection remains required in every list item.Test roll-ups - validate that your aggregation fields recalculate as expected before going live. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":381,"title":380,"titles":2127,"content":2128,"level":885},[],"Learn how to group and reorder collections in the sidebar, rename a collection, and understand what happens when you permanently delete one. Once you've created a few s, you'll want to keep them organised, rename one as its purpose evolves, or occasionally remove one you no longer need. This guide covers all three. Please note: This guide assumes you've already created at least one collection. If you haven't, see Creating Collections first.",{"id":2130,"title":2131,"titles":2132,"content":2133,"level":236},"/support/collections/managing-collections#_1-organising-the-sidebar","1. Organising the sidebar",[380],"You must be a System admin to customise the collection sidebar.",{"id":2135,"title":2136,"titles":2137,"content":2138,"level":1175},"/support/collections/managing-collections#_1-open-the-sidebar","1. Open the sidebar",[380,2131],"If it's not already open, click the list icon in the top-left of your Kinabase screen. You'll see , Calendar, and s by default, followed by the collections you've created.",{"id":2140,"title":2141,"titles":2142,"content":2143,"level":1175},"/support/collections/managing-collections#_2-open-sidebar-customisation","2. Open sidebar customisation",[380,2131],"Collections start out listed one after another under a generic \"Collections\" heading. Hover over this heading and click the pencil icon, or right-click a collection and select Customise sidebar.",{"id":2145,"title":2146,"titles":2147,"content":2148,"level":1175},"/support/collections/managing-collections#_3-create-a-group","3. Create a group",[380,2131],"Use the options menu (⋯) to rename a group heading, or click + Add Group to create a new one. Create as many groups as you need - \"Sales\", \"Engineering\", \"Finance\", and so on.",{"id":2150,"title":2151,"titles":2152,"content":2153,"level":1175},"/support/collections/managing-collections#_4-reorder-collections-and-groups","4. Reorder collections and groups",[380,2131],"Click and drag a collection to reorder it within its group, or drag it into a different group. Use the ⋮⋮ handle next to a group heading to reorder the groups themselves.",{"id":2155,"title":2156,"titles":2157,"content":2158,"level":1175},"/support/collections/managing-collections#_5-show-or-hide-a-collection","5. Show or hide a collection",[380,2131],"Click the eye icon to hide a collection from the sidebar - the icon shows a slash through it. You and your team can no longer see this collection in the sidebar. Click the eye icon again to show it in the sidebar.",{"id":2160,"title":2161,"titles":2162,"content":2163,"level":1175},"/support/collections/managing-collections#_6-collapse-a-group","6. Collapse a group",[380,2131],"Use the arrow next to a group heading to collapse or expand it, temporarily hiding the group and all its collections to keep your sidebar tidy. Use departments for group headings - grouping by department or function (e.g. \"Sales\", \"Engineering\", \"Finance\") helps your team find collections quickly.Order for workflow - consider ordering collections in the general departmental flow or level of detail (e.g. \"Projects\", \"Project Phases\", \"Deliverables\") to make navigation intuitive.Hide reference-only collections - if a collection is purely for reference, or not currently in use, hide it to keep the sidebar clean.",{"id":2165,"title":2166,"titles":2167,"content":2168,"level":236},"/support/collections/managing-collections#_2-renaming-a-collection","2. Renaming a collection",[380],"A collection's name is set in its Configure screen, not from the sidebar.",{"id":2170,"title":2171,"titles":2172,"content":2173,"level":1175},"/support/collections/managing-collections#_1-open-configure","1. Open Configure",[380,2166],"Right-click the collection, or click the ⋯ menu, and select Configure.",{"id":2175,"title":2176,"titles":2177,"content":2178,"level":1175},"/support/collections/managing-collections#_2-go-to-details","2. Go to Details",[380,2166],"Select the Details pane.",{"id":2180,"title":2181,"titles":2182,"content":2183,"level":1175},"/support/collections/managing-collections#_3-update-the-name","3. Update the name",[380,2166],"Edit Collection Name, then click Update. See the Details pane in Configuring Collections for the full reference, including icon and colour.",{"id":2185,"title":2186,"titles":2187,"content":2188,"level":236},"/support/collections/managing-collections#_3-deleting-a-collection","3. Deleting a collection",[380],"Collections can't be archived - only deleted. Deleting a collection is permanent: there's no undo, and it cascades to its own lists as well as any other collections or lists that depend on it. This is different from deleting an individual record. Deleted records move to Recently Deleted and can be restored for 30 days - see Deleting & Restoring Records. Deleting the collection itself has no such recovery window.",{"id":2190,"title":2171,"titles":2191,"content":2192,"level":1175},"/support/collections/managing-collections#_1-open-configure-1",[380,2186],"Right-click the collection, or click the ⋯ menu, and select Configure, then go to the Details pane.",{"id":2194,"title":2195,"titles":2196,"content":235,"level":1175},"/support/collections/managing-collections#_2-click-delete-collection","2. Click Delete collection",[380,2186],{"id":2198,"title":2199,"titles":2200,"content":2201,"level":1175},"/support/collections/managing-collections#_3-review-the-warning","3. Review the warning",[380,2186],"Kinabase warns you that deletion is permanent, and lists any collections or lists that depend on this one and will be affected.",{"id":2203,"title":2204,"titles":2205,"content":2206,"level":1175},"/support/collections/managing-collections#_4-type-the-collection-name-to-confirm","4. Type the collection name to confirm",[380,2186],"You must type the collection's plural name exactly to enable the Delete button.",{"id":2208,"title":2209,"titles":2210,"content":2211,"level":1175},"/support/collections/managing-collections#_5-click-delete","5. Click Delete",[380,2186],"The collection and all its records are removed immediately. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":385,"title":384,"titles":2213,"content":2214,"level":885},[],"Learn how to create and manage shared reference data in Kinabase - reusable lists like categories or departments that multiple collections can link to. is a shared list of named items - like \"Categories\", \"Departments\", or \"Countries\" - that more than one  can link to. Instead of typing the same set of options into a Select field on five different collections, you maintain one list once, centrally, and every collection that uses it stays in sync.",{"id":2216,"title":2217,"titles":2218,"content":2219,"level":236},"/support/collections/reference-data#_1-what-is-reference-data","1. What is reference data?",[384],"A reference list behaves like a lightweight collection: it's a named set of items you manage in one place. But it doesn't have the full weight of a normal collection - no activities, tasks, files, or workflow - it's just a shared, reusable list of options. Your System admin manages reference data centrally under Settings → Operations → Reference Data.",{"id":2221,"title":2222,"titles":2223,"content":2224,"level":236},"/support/collections/reference-data#_2-when-to-use-reference-data-instead-of-a-normal-collection","2. When to use reference data instead of a normal collection",[384],"Use a reference list when you just need a short, shared set of named options - like priorities, categories, or departments - referenced from fields on several collections, and you don't need per-item activities, tasks, files, or a full record page. Use a normal collection when each item needs its own fields, relationships, permissions, or record page. Kinabase also ships some built-in reference data - for example, Tax Codes and Chart of Accounts, synced automatically from your connected accounting provider. These appear read-only under a Built-In heading and can't be edited manually.",{"id":2226,"title":2227,"titles":2228,"content":235,"level":236},"/support/collections/reference-data#_3-creating-a-reference-list","3. Creating a reference list",[384],{"id":2230,"title":2231,"titles":2232,"content":2233,"level":1175},"/support/collections/reference-data#_1-open-reference-data-settings","1. Open Reference Data settings",[384,2227],"Go to Settings → Operations → Reference Data.",{"id":2235,"title":2236,"titles":2237,"content":235,"level":1175},"/support/collections/reference-data#_2-click-add","2. Click Add",[384,2227],{"id":2239,"title":2240,"titles":2241,"content":2242,"level":1175},"/support/collections/reference-data#_3-name-your-list","3. Name your list",[384,2227],"Give it a short, plural name (e.g. \"Countries\" or \"Categories\") and, optionally, a description of what it's used for. Select an icon.",{"id":2244,"title":2245,"titles":2246,"content":2247,"level":1175},"/support/collections/reference-data#_4-add-items","4. Add items",[384,2227],"Once the list exists, click Add to add each item, and drag items to reorder them.",{"id":2249,"title":2250,"titles":2251,"content":2252,"level":236},"/support/collections/reference-data#_4-managing-a-reference-list","4. Managing a reference list",[384],"Click the options menu (⋯) next to a list for Edit, Import (.csv), or Delete.Deleting a reference list requires typing its name to confirm, and Kinabase warns you which collections and fields depend on it first.Edit or delete individual items from their own options menu within the list.",{"id":2254,"title":2255,"titles":2256,"content":2257,"level":236},"/support/collections/reference-data#_5-using-reference-data-in-a-collection","5. Using reference data in a collection",[384],"A reference list appears in the Choice category of the field picker, so you can add a field on any collection that links to it, just like a relationship field. If you already have a Select or Multi-Select field whose options should be shared more widely, use Convert to Reference List from the field's options to turn its existing values into a new reference list - or map them onto one that already exists. Read more about linking fields between collections in Linked Collection Fields. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":390,"title":394,"titles":2259,"content":2260,"level":885},[],"A catalogue of every field type in Kinabase, grouped by category, with links to the in-depth guides. are the building blocks of a  - the columns that hold each piece of information about a . Choosing the right field type keeps your data clean and easy to work with: a Date field gives you a calendar picker and sorts chronologically, a Currency field formats money correctly, and a Select field limits entry to a fixed set of options. This page catalogues every field type, grouped by the categories you see in the Add field picker. When you create a field, Kinabase suggests a type based on the name you give it, so you can usually accept its suggestion and adjust from here.",{"id":2262,"title":2263,"titles":2264,"content":2265,"level":236},"/support/fields#_1-in-this-section","1. In this section",[394],"Once you know which field types you need, these guides show you how to set them up. Configuring fields - create, reorder, edit and delete fields, and work with the Field Editor.Validation and formatting - keep data valid with required and unique rules, and add colour and number formatting.Computed fields - calculate values and build dynamic text with formulas.Linked collection fields - connect records across collections.Lookup fields - pull a chosen value from a linked record.Aggregation fields - roll up totals, averages and counts from linked records.Global currency fields - store amounts in multiple currencies with exchange-rate conversion.",{"id":2267,"title":2268,"titles":2269,"content":2270,"level":236},"/support/fields#_2-text","2. Text",[394],"Free-form text, plus specialised formats for the everyday text you handle most. Field typeWhat it storesTextA simple text input for any characters, numbers and spaces.Rich TextText with formatting - bold, italics, underline and bullet points.Email AddressAn email address, with click-to-email.WebsiteA web address, shown as a Preview Card or a Simple Link.Phone NumberA phone number.",{"id":2272,"title":2273,"titles":2274,"content":2275,"level":236},"/support/fields#_3-numeric","3. Numeric",[394],"Numbers of every kind - plain figures, scores, probabilities and money. Field typeWhat it storesNumberA number (whole or decimal).RatingA whole-number score, shown as a slider or radio buttons.ProbabilityA likelihood, expressed as a percentage.CurrencyA monetary amount in a single currency, with an optional per-unit price.Currency CodeAn ISO 4217 currency code, chosen from a dropdown.Global CurrencyAn amount in any enabled currency, converted to your base currency. See Global currency fields.Risk ScoreA score derived from likelihood and impact.",{"id":2277,"title":2278,"titles":2279,"content":2280,"level":236},"/support/fields#_4-measurements","4. Measurements",[394],"Physical and scientific quantities, each with its own units. Kinabase handles the unit conversions for you. Field typeWhat it storesPercentageA percentage value.AngleAn angle, in degrees.LengthA length (metres, kilometres, millimetres, and so on).Distance (mileage)A distance in miles.AreaAn area (m², hectares, and so on).VolumeA volume (litres, cubic metres, and so on).WeightA weight or mass (kilograms, pounds, and so on).PressureA pressure (bar, psi, pascals).Scientific TimeA time interval in seconds, milliseconds, and so on.FrequencyA frequency, in hertz.TemperatureA temperature (°C, °F or K).DataA data size (KB, MB, GB).CurrentAn electric current, in amps.VoltageA voltage, in volts.ChargeAn electric charge, in coulombs.ResistanceAn electrical resistance, in ohms.CapacitanceAn electrical capacitance, in farads.InductanceAn electrical inductance, in henrys.EnergyAn amount of energy, in joules or watt-hours.PowerAn amount of power, in watts.",{"id":2282,"title":2283,"titles":2284,"content":2285,"level":236},"/support/fields#_5-date-time","5. Date & Time",[394],"Dates, times, durations and ranges for scheduling and record-keeping. Field typeWhat it storesDateA date, chosen from a calendar.Date + TimeA date and a time together.MonthA month and year only.YearA year only.DurationA length of time in days, hours and minutes - often used for billing or scheduling.Date RangeA start and an end, together.CadenceA recurrence - one-off, weekly, monthly, quarterly, half-yearly or yearly.",{"id":2287,"title":2288,"titles":2289,"content":2290,"level":236},"/support/fields#_6-location","6. Location",[394],"Field typeWhat it storesAddressA physical address, ready to plot on a map.",{"id":2292,"title":2293,"titles":2294,"content":2295,"level":236},"/support/fields#_7-choice","7. Choice",[394],"Predefined options for consistent, categorical data - plus the yes/no and visual fields. Field typeWhat it storesYes / NoA true/false value, shown as text or ticks and crosses.SelectA single choice from a fixed list.Multi-SelectOne or more choices from a fixed list.BrandA brand identity from your organisation's . See Brand guide.ColourA colour, stored as a hex code and shown as a swatch.",{"id":2297,"title":2298,"titles":2299,"content":2300,"level":236},"/support/fields#_8-people","8. People",[394],"Link records to the people in your organisation, or store a structured name. Field typeWhat it storesColleagueA single  from your organisation.ColleaguesSeveral colleagues.Person NameA structured name, with separate title, first, middle and last parts.",{"id":2302,"title":2303,"titles":2304,"content":2305,"level":236},"/support/fields#_9-file","9. File",[394],"Upload documents and images, singly or in bulk. Field typeWhat it storesImageA single image, with optional camera capture.ImagesSeveral images.FileA single file of any type.FilesSeveral files.",{"id":2307,"title":2308,"titles":2309,"content":2310,"level":236},"/support/fields#_10-computed","10. Computed",[394],"Values that Kinabase works out for you - from a formula, from a linked record, or by summarising many records. These are covered in detail across the rest of this section. Field typeWhat it storesComputed (Number)A number calculated from other fields.Computed (Text)Text built from other fields.Computed (Date)A date calculated from other fields.Computed (Duration)A duration calculated from other fields.Computed (Select)An option chosen by a formula.Conditional TextText picked from templates by condition.LookupA value copied from a linked record. See Lookup fields.AggregationA number rolled up from linked records. See Aggregation fields.Aggregation (Date)The earliest or latest date across linked records. Linking to other collections. The Type picker also lists your other collections. Selecting one creates a  - the link itself - as either a single or multi-record link. See Linked collection fields. With the right field type behind every column, your records stay accurate and your collections stay easy to work with - ready for the views, reports and automations you build on top of them. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":397,"title":396,"titles":2312,"content":2313,"level":885},[],"Learn how to add, reorder, edit and delete fields in Kinabase, and how to use the Field Editor and its tabs. are the foundation of every  - each one holds a single piece of information about a . You add and manage fields from the Fields pane of a collection's configuration, where you can create new fields, tidy up outdated ones, and fine-tune how each field behaves. This guide covers the everyday tasks; the deeper options each have their own guide, linked as you go. You'll need Configure  for a collection to change its fields. If you're unsure, ask your System admin.",{"id":2315,"title":2316,"titles":2317,"content":235,"level":236},"/support/fields/configuring-fields#_1-open-the-fields-pane","1. Open the Fields pane",[396],{"id":2319,"title":1909,"titles":2320,"content":1911,"level":1175},"/support/fields/configuring-fields#_1-open-the-collection",[396,2316],{"id":2322,"title":1914,"titles":2323,"content":2324,"level":1175},"/support/fields/configuring-fields#_2-go-to-configure",[396,2316],"Click the options menu (⋯) in the top-right corner and select Configure, or right-click the collection name in the sidebar and choose Configure.",{"id":2326,"title":2327,"titles":2328,"content":2329,"level":1175},"/support/fields/configuring-fields#_3-select-fields","3. Select Fields",[396,2316],"Under Setup, click Fields to see all of the collection's existing fields. 2. Create a field1. Click Add fieldAt the top of the Fields pane, click Add field.2. Name the field and pick a typeEnter a Name (for example, Status or Budget), then select a Type. Kinabase suggests a type based on the name - accept it, or select another from the picker. For the full list of types and what each one stores, see Field types.To link to another collection, scroll to your other collections in the Type picker and choose one - this creates a . See Linked collection fields.3. Add the fieldClick Add field again to confirm. The new field appears in the Fields pane.3. The Field EditorEvery field opens in the Field Editor, whether you're adding or editing it. The header holds the Name and Type; below it, a set of tabs groups the options for that field. Which tabs appear depends on the field type.TabWhat it controlsOptionsThe choices in a Select, Multi-Select or Computed (Select) field, and how they're entered.DisplayHow the field looks in record views - for example a Select field as a Badge, Text or Progress bar.DetailsThe Description, the Default Value, and per-type settings (such as currency, precision, a Website field's Preview Card or Simple Link display, or whether a Person Name shows a title).FormattingConditional colour rules and number formatting. See Validation and formatting.InputHow data is entered - for example Use QR Code Scanning on a link field, or an Image Thumbnail for a linked record.PermissionsField-level Read and Write permissions. See Validation and formatting.ValidationRules such as Required, Unique and numeric limits. See Validation and formatting.When you first add a field you see a compact form. Expand it to reveal all of the tabs above.4. Add a descriptionA clear description helps your team understand what a field is for - especially ,  and  types, whose behaviour isn't obvious from the name.1. Open the Details tabEdit the field and go to the Details tab.2. Write, or generate, a descriptionType into the Description box, or click the bolt button to Generate description with AI. Kinabase reads the field's configuration and writes a plain-language explanation for you to review and save.The Generate description with AI button appears only once a collection has been saved. If you're setting up a brand-new collection, save it first. AI features aren't available on the Starter plan - see AI in Kinabase.5. Set default valuesA default value pre-fills a field whenever someone adds a record, saving repeated typing and keeping data consistent.1. Open the Details tabEdit the field and go to the Details tab.2. Enter a defaultEnter the value to use - for example Open for a Status field. The available options depend on the field type:Yes / No fields offer Yes, No or Formula.Colleague fields offer Blank or Current User.Date and Date + Time fields can offset from the current moment using Now + Offset (for example, a due date three days from creation).Instead of a fixed value, choose Formula as the default and write an . The field is then pre-filled with the calculated result each time a record is added - useful for defaults that depend on other fields or the current date. Unlike a computed field, a formula default is only a starting point: users can edit the value afterwards. For the formula syntax, see Computed fields.6. Reorder fieldsFields appear on records in the order they're listed in the Fields pane.Hover over the drag handle to the left of a field and move it up or down, orClick the field's ⋯ menu and choose Move Up or Move Down.7. Set the primary and secondary fieldsEvery collection has a Primary Field - the field used as each record's title - and an optional Secondary Field shown alongside it for context.1. Find the primary and secondary settingsAt the top of the Fields pane, locate Primary Field and Secondary Field.2. Choose your fieldsSelect a field from each dropdown. The primary field is required; the secondary field is optional.A field set as the Primary Field can't be deleted, and can't have its  settings turned off while it's the primary. See Adding unique identifiers.8. Delete a fieldClick a field's ⋯ menu and select Delete Field.Deleting a field is permanent and erases all of its data across every record. You can't delete the primary or secondary field - reassign those first (see step 7).9. TipsCreate only the fields you'll actually use - you can always add more later.Mark critical data as Required so records can't be saved without it. See Validation and formatting.Use AI-generated descriptions to document your computed, lookup and aggregation fields for the rest of the team.Remove outdated fields so they don't clutter your records.Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":401,"title":400,"titles":2331,"content":2332,"level":885},[],"Learn how to use the Validation, Formatting and Permissions tabs to enforce rules, colour-code values and control field access. Once a  exists, three tabs in the Field Editor help you keep its data trustworthy and readable. The Validation tab enforces rules - such as making a field mandatory or requiring a unique value. The Formatting tab adds colour rules and controls how numbers are displayed. The Permissions tab decides who can see and edit the field. This guide covers all three. You'll need Configure  for the . If you're unsure, ask your System admin. To open any field, go to Configure → Fields, click a field to edit it, then switch to the tab you need. See Configuring fields.",{"id":2334,"title":2335,"titles":2336,"content":2337,"level":236},"/support/fields/validation-and-formatting#_1-validation","1. Validation",[400],"The Validation tab defines the rules a value must satisfy before a  can be saved. The available rules depend on the field type.",{"id":2339,"title":2340,"titles":2341,"content":2342,"level":1175},"/support/fields/validation-and-formatting#required","Required",[400,2335],"Turn on Required to make the field mandatory - \"Require this field to be completed\". Records can't be saved until it has a value.",{"id":2344,"title":2345,"titles":2346,"content":2347,"level":1175},"/support/fields/validation-and-formatting#update-required","Update Required",[400,2335],"Turn on Update Required to prompt users to change a field's value - \"Require this field to be updated\". Useful when a value should be reviewed rather than left at its default.",{"id":2349,"title":2350,"titles":2351,"content":2352,"level":1175},"/support/fields/validation-and-formatting#unique","Unique",[400,2335],"Set Unique to control whether values must be distinct across all records in the collection. Choose one of: None - no uniqueness check.Show warning - flags a duplicate but still lets the record be saved.Show error - blocks the save until the value is unique.",{"id":2354,"title":2355,"titles":2356,"content":2357,"level":1175},"/support/fields/validation-and-formatting#require-whole-number","Require Whole Number",[400,2335],"For numeric fields, turn on Require Whole Number to reject decimals - \"Require this field to be a whole number\".",{"id":2359,"title":2360,"titles":2361,"content":2362,"level":1175},"/support/fields/validation-and-formatting#numerical-limits","Numerical Limits",[400,2335],"For numeric fields, set a Min Value and Max Value to bound what can be entered. Each limit has its own Message shown to the user when they go outside it. Instead of a fixed figure you can use Min Formula / Max Formula to derive the limit from other fields with an .",{"id":2364,"title":2365,"titles":2366,"content":2367,"level":1175},"/support/fields/validation-and-formatting#date-limits","Date limits",[400,2335],"For date fields, set the earliest and latest dates allowed, again with a Message for each - for example, to stop a delivery date being set in the past. Warnings vs errors. A warning informs the user but lets them continue; an error blocks the save. Reserve errors for data that must never be wrong, and use warnings where a nudge is enough.",{"id":2369,"title":2370,"titles":2371,"content":2372,"level":236},"/support/fields/validation-and-formatting#_2-conditional-formatting","2. Conditional formatting",[400],"In a spreadsheet you might use conditional formatting to colour cells; in Kinabase you do the same from the Formatting tab. Colour rules give a field instant visual cues - no formulas required - so busy collections become easy to scan. Use them to: Catch problems - turn a blank or invalid value red.Surface priority - highlight high-risk scores, overdue dates or negative balances.Add context - shade categories or key clients in brand colours.",{"id":2374,"title":2375,"titles":2376,"content":2377,"level":1175},"/support/fields/validation-and-formatting#_1-open-the-formatting-tab","1. Open the Formatting tab",[400,2370],"Edit the field and switch to Formatting.",{"id":2379,"title":2380,"titles":2381,"content":2382,"level":1175},"/support/fields/validation-and-formatting#_2-add-a-rule","2. Add a rule",[400,2370],"Click Add Rule, then set a Text Colour and pick a colour swatch.",{"id":2384,"title":2385,"titles":2386,"content":2387,"level":1175},"/support/fields/validation-and-formatting#_3-build-the-condition","3. Build the condition",[400,2370],"Add one or more conditions with Add Condition, choosing a field, an operator (such as is blank, contains or is) and, where needed, a value.",{"id":2389,"title":2390,"titles":2391,"content":2392,"level":1175},"/support/fields/validation-and-formatting#_4-order-the-rules","4. Order the rules",[400,2370],"Add as many rules as you need and drag to reorder them - the first matching rule wins. A rule with no condition becomes the default colour: \"Rules without a condition are applied by default\".",{"id":2394,"title":1379,"titles":2395,"content":2396,"level":1175},"/support/fields/validation-and-formatting#_5-save",[400,2370],"Your collection updates instantly, and both new and existing records follow the rules. 3. Number formattingThe Formatting tab also controls how numeric values are displayed - without changing the stored figure.PrecisionSet Precision to control decimal places or significant figures. (Currency fields support decimal places only.)Large Number FormatChoose how large figures are written:Default - the plain number.Comma - thousands separators (for example, 1,234,567).Scientific - scientific notation (for example, 1.23×10⁶).Suffix - a compact suffix (for example, 1.23M).The format flows through everywhere the field is shown - views, aggregations and s.Date and time fields have a toggle to show a timezone indicator alongside the value, so colleagues in different regions read the same moment correctly.4. Field permissionsThe Permissions tab controls access to a single field, on top of the collection's overall . This lets you keep sensitive columns - salaries, personal notes - visible only to the right people.Read Permissions decide who can see the field.Write Permissions decide who can edit it.For each, choose Everyone, restrict by role, set a Custom rule based on a colleague field, or select Nobody.Fields that Kinabase calculates behave a little differently on the Permissions tab:Computed and Lookup fields have their value worked out automatically, so instead of a normal write control they offer Override Permissions - deciding who, if anyone, may replace the calculated value with a manual one. Nobody is available if you want the value to stay locked.Aggregation fields are always read-only, so they have no write control at all.For how roles are defined across your organisation, see Assign roles and permissions.5. TipsCombine a Required rule with a sensible default so records are complete without extra typing. See Configuring fields.Use Show warning for uniqueness where occasional duplicates are acceptable, and Show error where they're not.Colour rules turn a collection into a quick-read dashboard - great for spotting errors and guiding workflows.Restrict Write Permissions on fields that only certain roles should change, such as approval status or pricing.Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":405,"title":404,"titles":2398,"content":2399,"level":885},[],"Learn how to set up computed fields in Kinabase, with worked examples of the formula syntax. work out their own value from the data in other  - much like a spreadsheet formula. A Total that multiplies quantity by price, an Expiry date that adds 30 days to a start date, or a Priority that reads High when a score is above 80: all of these update by themselves whenever the fields they depend on change, so no one has to recalculate them by hand. This guide explains the computed field types and shows you how to write the formulas that power them.",{"id":2401,"title":2402,"titles":2403,"content":2404,"level":236},"/support/fields/computed-fields#_1-the-computed-field-types","1. The computed field types",[404],"There are five computed types, plus Conditional Text for template-driven writing. Two related types - Lookup and Aggregation - pull data from other collections and have their own guides. Field typeWhat it producesExampleComputed (Number)A number from a calculation.$QUANTITY * $UNIT_PRICEComputed (Text)Text built from other fields.\"Order for \" + $CUSTOMER_NAMEComputed (Date)A date worked out from other fields.$START_DATE + days(30)Computed (Duration)A length of time from a calculation.diff($START, $END)Computed (Select)An option chosen by a formula.if($SCORE >= 80, \"High\", \"Low\")Conditional TextText picked from templates by condition, then filled with record values.A different quote line for machined vs printed parts. To pull a single value from a linked record, use a Lookup field. To roll up totals, averages or counts from many linked records, use an Aggregation field.",{"id":2406,"title":2407,"titles":2408,"content":235,"level":236},"/support/fields/computed-fields#_2-create-a-computed-field","2. Create a computed field",[404],{"id":2410,"title":2316,"titles":2411,"content":2412,"level":1175},"/support/fields/computed-fields#_1-open-the-fields-pane",[404,2407],"Open the , click the options menu (⋯) and select Configure (or right-click the collection in the sidebar and choose Configure), then under Setup click Fields. You'll need Configure  for the collection. If you're unsure, ask your System admin.",{"id":2414,"title":2415,"titles":2416,"content":2417,"level":1175},"/support/fields/computed-fields#_2-add-the-field","2. Add the field",[404,2407],"Click Add field, give it a meaningful Name (such as Total Cost), and set the Type to one of the computed types above. 3. Write the formulaEnter your formula in the field's formula box, using the syntax below. Typing $ opens a dropdown of the collection's fields so you can insert them quickly.4. SaveClick Add field. The computed field recalculates automatically whenever the fields it references change.3. Writing formulasReferencing fieldsReference another field with $ followed by its name in capitals, with underscores for spaces - so a field called Unit Price is $UNIT_PRICE. To read a value from a linked record, chain through the link field with a dot, for example $CUSTOMER.EMAIL. To include a literal $ in text, type $$.ArithmeticUse +, -, *, / and ^ (power). Put spaces around operators and use parentheses to control order:($PRICE * $QUANTITY) - $DISCOUNT\nRoundinground($VALUE) - to the nearest whole number.floor($VALUE) - down to the nearest whole number.ceiling($VALUE) (or ceil) - up to the nearest whole number.Each also takes an optional step, for example round($VALUE, 0.5). Use abs($VALUE) for the absolute value.Logarithms and trigonometryUse log(value, base), or the shortcuts ln, log2 and log10. Trigonometric functions sin, cos and tan expect radians - convert from degrees by multiplying by pi/180.Conditional logicUse if(condition, then, else):if($COST > 100, $COST * 0.9, $COST)\nComparisons available: =, !=, \u003C, >, \u003C=, >=. Combine conditions with the boolean operators and, or, not and xor.Handling empty valuesThe null-coalescing operator ?? supplies a fallback when a field is empty:$DISCOUNT ?? 0\nWorking with unitsMeasurement and currency fields carry units, and you can use them directly. Append a unit to a number or field reference - both SI and imperial units work, and currency symbols count as units:$AREA * £400,000/ha\nTemperatures are calculated in kelvin. Convert a result with kelvin(x), celsius(x) or fahrenheit(x).Building textJoin text with + (no extra space) or .. (adds a space between the parts):\"Order for \" + $CUSTOMER_NAME\nTo include a literal $ sign in your text, escape it as $$:\"Total: $$\" + $AMOUNT\nOther useful text functions are uppercase(text), lowercase(text), slice(text, start, end) and characterCount(text), which returns the number of characters in a text field.Add or subtract time using the duration functions days(n), weeks(n), months(n), years(n), and so on:$START_DATE + days(30)\nMeasure the gap between two dates with diff(from, to) (add a third argument for a directional result), or the shortcuts diff_days, diff_weeks, diff_months, diff_years. Snap a date to a boundary with functions such as startOfMonth(d) and endOfWeek(d). now() returns the current date and time.Every function you can use in a formula:Numbers: round, floor, ceiling / ceil, abs, log, ln, log2, log10, sin, cos, tan, kelvin, celsius, fahrenheit.Text: uppercase, lowercase, slice, characterCount.Logic: if.Dates: now, startOf… / endOf… (per unit), diff, diff_days / diff_weeks / diff_months / diff_years, and the duration builders days, weeks, months, years (and finer units).Across records: sum, average, count, accumulate, any, all, filter, intersect, union.This is the full, supported set. Some names you may see referenced elsewhere - a length function, mode, or a join function - are not available; use characterCount for the length of text.4. TipsCreate a test record to confirm your formula returns what you expect.Use parentheses generously so operations happen in the order you intend.Reference fields in capitals with underscores, for example $FIRST_NAME.Include units in numeric calculations where they matter, for example $MILEAGE * £3.50/mi.Add a clear Description to complex computed fields so colleagues understand them. See Configuring fields.Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":409,"title":408,"titles":2419,"content":2420,"level":885},[],"Learn how to link records between collections with relationships, verbs, and filtered dropdowns. A  connects a  in one  to records in another - the link itself, rather than a copied value. In a Sales Accounts collection, for example, a Primary Contact field can link to a record in Contacts; the account then shows the contact's name, and clicking it opens the contact record. Because the data lives in one place, nothing is duplicated and everything stays in step. Linked collection fields are how you build  in Kinabase, and they're the foundation for lookup and aggregation fields.",{"id":2422,"title":2423,"titles":2424,"content":2425,"level":236},"/support/fields/linked-collection-fields#_1-single-vs-multi-record-links","1. Single vs multi-record links",[408],"When you link to another collection you choose whether the field holds one record or many. Combining the choice on each side gives you the standard relationship shapes: One-to-one - a single-record link on both sides (one account, one primary contact).One-to-many - a single-record link on one side and a multi-record link on the other (one account, many projects).Many-to-many - a multi-record link on both sides (each project has several suppliers; each supplier serves several projects). You don't configure the shape abstractly - you simply pick a single or multi-record link on each collection, and the relationship follows.",{"id":2427,"title":2428,"titles":2429,"content":235,"level":236},"/support/fields/linked-collection-fields#_2-add-a-linked-collection-field","2. Add a linked collection field",[408],{"id":2431,"title":2316,"titles":2432,"content":2433,"level":1175},"/support/fields/linked-collection-fields#_1-open-the-fields-pane",[408,2428],"Open the collection, click the options menu (⋯) and select Configure (or right-click the collection in the sidebar and choose Configure), then under Setup click Fields. You'll need Configure  for the collection. If you're unsure, ask your System admin.",{"id":2435,"title":2436,"titles":2437,"content":2438,"level":1175},"/support/fields/linked-collection-fields#_2-name-the-field-and-choose-the-collection","2. Name the field and choose the collection",[408,2428],"Click Add field and enter a Name (such as Primary Contact). In the Type picker, scroll to your other collections and select the one you want to link to.",{"id":2440,"title":2441,"titles":2442,"content":2443,"level":1175},"/support/fields/linked-collection-fields#_3-choose-single-or-multiple","3. Choose single or multiple",[408,2428],"Select the single-record version to link one record, or the multi-record version to link several.",{"id":2445,"title":2446,"titles":2447,"content":2448,"level":1175},"/support/fields/linked-collection-fields#_4-add-the-field","4. Add the field",[408,2428],"Click Add field. The field now shows the  of each linked record, and each value is clickable - jumping straight to that record. 3. Relationship verbsEvery relationship reads naturally in both directions, and you can set the words it uses on the field's Details tab:Outgoing Verb - how this collection describes the link (default has {label}).Incoming Verb - how the linked collection describes it back (default  of).For a Projects field on an Accounts collection, that might read \"Account has projects\" one way and \"Project of Account\" the other.You can also manage relationships from the dedicated Relationships pane under Setup, where you add a link by choosing a Target Collection, turning on Multiple Records if needed, and setting the Outgoing Verb and Incoming Verb.4. Useful optionsCreate linked records inlineTurn on Create linked records so users can add a new record in the linked collection right from the dropdown - \"Allow users to create {plural} when adding a {singular}\" - without leaving the form.Filter the dropdownWhen both collections share a field, you can narrow the records offered in the dropdown:Filter by common collections - show only records that share a linked collection with the current record.Custom Filter - apply your own conditions.Only allow {list} from current {collection} - restrict a  to items belonging to the current record.What happens when a linked record is deleted? Kinabase keeps the reference in place - deleting a linked record doesn't cascade through the link. There's no deletion-behaviour setting to configure here.5. Display and input optionsImage thumbnailsIf the linked collection has an Image field, show a thumbnail beside each option so records are easy to recognise. On the field's Input tab, select Image Thumbnail, then select the image field to display.QR code scanningTo let users populate a link by scanning a Kinabase QR code, open the Input tab and turn on Use QR Code Scanning. Turn on Require User Confirmation if you'd like a prompt before each scan is accepted. When adding a record, click the QR icon next to the field to open the camera and scan.6. TipsUse a single-record link where there's genuinely one related record (one primary contact), and a multi-record link where there are many.Set clear relationship verbs so records read naturally from both sides.Turn on Create linked records to speed up data entry when related records often don't exist yet.Once your links are in place, add a lookup field to surface a specific value, or an aggregation field to roll up totals.Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":413,"title":412,"titles":2450,"content":2451,"level":885},[],"Learn how to set up lookup fields to surface a chosen value from a related record, using selection criteria. A  copies one chosen value out of a linked  and shows it where you need it - so you never retype data that already lives elsewhere. On a Project record, for instance, a lookup can display the reference of the latest quote linked to that project. The value is read-only and refreshes automatically as the source data changes. Lookup vs linked collection field. A Linked Collection Field is the connection between records - it shows each linked record's title and lets you open it. A Lookup field rides on top of that connection to surface one specific field from a linked record. You need a linked collection field in place before you can add a lookup.",{"id":2453,"title":2454,"titles":2455,"content":2456,"level":236},"/support/fields/lookup-fields#_1-when-to-use-a-lookup","1. When to use a lookup",[412],"Lookups are ideal whenever a single, telling value from a related record belongs on the current one: Link a project to its quotations, set the selection criteria to the most recent date, and pull the latest quote reference onto the project record. Return the longest step in a build process, so you can see a new product's takt time at a glance. During a project review, surface the most severe risk from the linked risk register to check your mitigations are appropriate. Show the latest order placed with each supplier, so you can judge the strength of the relationship at a glance.",{"id":2458,"title":2459,"titles":2460,"content":2461,"level":236},"/support/fields/lookup-fields#_2-create-a-lookup-field","2. Create a lookup field",[412],"First make sure the two collections are already connected with a linked collection field.",{"id":2463,"title":2316,"titles":2464,"content":2412,"level":1175},"/support/fields/lookup-fields#_1-open-the-fields-pane",[412,2459],{"id":2466,"title":2467,"titles":2468,"content":2469,"level":1175},"/support/fields/lookup-fields#_2-add-a-lookup-field","2. Add a Lookup field",[412,2459],"Click Add field, give it a Name, and set the Type to Lookup.",{"id":2471,"title":2472,"titles":2473,"content":2474,"level":1175},"/support/fields/lookup-fields#_3-point-it-at-the-value-you-want","3. Point it at the value you want",[412,2459],"Configure these settings: SettingPurposeTarget CollectionWhere the source data lives (for example, Quotes).Link FieldThe linked collection field that connects to those records.Target FieldThe exact value to display (for example, Quote reference).",{"id":2476,"title":2103,"titles":2477,"content":2478,"level":1175},"/support/fields/lookup-fields#_4-save",[412,2459],"Click Add field. The lookup fills in automatically and stays read-only. 3. Choosing which record to readWhen the Link Field points to a single record, Kinabase already knows which record to read, so nothing more is needed.When it points to many records, tell Kinabase which one to use:Selection Criteria - the field to compare across the linked records (for example, Quote date or Budget).Mode - which record wins: Min or Max for numbers, or Earliest / Latest for dates.So a lookup with Selection Criteria set to Quote date and Mode set to Latest returns the value from the most recent quote.Selection Criteria and Mode appear only for multi-record links. For a single-record link they're hidden.An Update Mode controls when a lookup refreshes:Always - recalculates whenever the source changes (the usual choice).When Link Changes - updates only if the linked record itself changes.Snapshot - captures the value once and keeps it, even if the source later changes - useful for recording what a figure was at a point in time.4. TipsSet up the linking linked collection field before adding the lookup.For multi-record links, choose the Selection Criteria and Mode carefully so you surface the record you really mean.Use Snapshot where you need a value frozen at a moment, and Always where it should track live data.Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":417,"title":416,"titles":2480,"content":2481,"level":885},[],"Learn how to set up aggregation fields to summarise data from linked records, tasks and activities. An  summarises many linked  into a single number - a total, an average, a count, and more. On an Order record, an aggregation can total the price of every linked line item; on a Project, it can count the open  or add up the hours across linked build steps. The value recalculates by itself as the underlying records change, so your roll-ups are always current. Aggregations work over a linked collection, so you'll usually add a linked collection field first.",{"id":2483,"title":2484,"titles":2485,"content":235,"level":236},"/support/fields/aggregation-fields#_1-create-an-aggregation-field","1. Create an aggregation field",[416],{"id":2487,"title":2316,"titles":2488,"content":2412,"level":1175},"/support/fields/aggregation-fields#_1-open-the-fields-pane",[416,2484],{"id":2490,"title":2415,"titles":2491,"content":2492,"level":1175},"/support/fields/aggregation-fields#_2-add-the-field",[416,2484],"Click Add field, give it a Name (such as Order Total), and set the Type to Aggregation for a number, or Aggregation (Date) to find the earliest or latest date.",{"id":2494,"title":2495,"titles":2496,"content":2497,"level":1175},"/support/fields/aggregation-fields#_3-choose-what-to-summarise","3. Choose what to summarise",[416,2484],"Configure the settings for the aggregation: SettingPurposeTarget TypeWhat you're summarising - a linked Collection, the record's Tasks, or its Activities.Link FieldThe linked collection field connecting to the records to include (for a Collection target).ModeThe calculation to perform (see below).Target FieldThe field to calculate on - required for every mode except Count.FilterOptional conditions so only matching records are included (for example, only Completed invoices).",{"id":2499,"title":2103,"titles":2500,"content":2501,"level":1175},"/support/fields/aggregation-fields#_4-save",[416,2484],"Click Add field. The aggregation fills in automatically and updates as its source records change. 2. Aggregation modesAn Aggregation field offers these modes:ModeResultCountThe number of related records.SumThe total of a numeric field.AverageThe mean of a numeric field.MinimumThe smallest value.MaximumThe largest value.Standard DeviationThe spread of the values.Change over time (Latest - Earliest)The difference between the newest and oldest value - pick a Time field to order the records by.An Aggregation (Date) field instead returns a single date, with Mode set to Latest or Earliest - for example, the most recent activity date across a record's linked entries.Use the Filter to keep an aggregation focused - a paid total that ignores drafts, or a count of open tasks that excludes completed ones.3. TipsSet up the linking linked collection field before adding the aggregation.Add a Filter so totals and counts reflect only the records that matter.Give complex aggregations a clear Description so colleagues know exactly what's being summarised. See Configuring fields.By using aggregation fields, you automate the totals, averages and counts that keep your Kinabase collections informative and up to date.Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":421,"title":420,"titles":2503,"content":2504,"level":885},[],"Learn how to use Global Currency fields to store amounts in different currencies with automatic conversion to your base currency. A  lets you record a monetary amount in any currency and have Kinabase convert it to your organisation's base currency automatically. Every conversion is traceable - the rate, the method and the date are all kept - so a deal booked in euros and another in dollars can sit side by side and still total correctly in pounds. It's ideal for organisations that quote, buy or sell across borders. Available on the Max plan, and only once accounting features are enabled for your organisation. If you can't see it, contact our support team to enable it for your organisation.",{"id":2506,"title":2507,"titles":2508,"content":2509,"level":236},"/support/fields/global-currency-fields#_1-set-up-your-currencies","1. Set up your currencies",[420],"Before you add a Global Currency field, set up your currencies in Settings → Operations → Currency.",{"id":2511,"title":2512,"titles":2513,"content":2514,"level":1175},"/support/fields/global-currency-fields#_1-set-your-base-currency","1. Set your base currency",[420,2507],"Your base currency is the one every Global Currency value is converted into for sorting, filtering and reporting. It defaults to GBP.",{"id":2516,"title":2517,"titles":2518,"content":2519,"level":1175},"/support/fields/global-currency-fields#_2-enable-the-currencies-you-need","2. Enable the currencies you need",[420,2507],"Add the currencies your team works in. Only enabled currencies can be selected in a Global Currency field; until you add more, only the base currency is available.",{"id":2521,"title":2522,"titles":2523,"content":2524,"level":1175},"/support/fields/global-currency-fields#_3-add-exchange-rates","3. Add exchange rates",[420,2507],"For each currency, click Add rate and enter a rate against your base currency, along with the date it applies from. Add an optional Note (such as Q1 budget rate) for context. Rates are kept for audit and can't be edited after entry - only their notes can be changed. To correct a rate, add a new entry with the appropriate date.",{"id":2526,"title":2527,"titles":2528,"content":2529,"level":1175},"/support/fields/global-currency-fields#_4-review-rate-history","4. Review rate history",[420,2507],"Use View Chart to see how a currency's rate has moved over time.",{"id":2531,"title":2532,"titles":2533,"content":235,"level":236},"/support/fields/global-currency-fields#_2-add-a-global-currency-field","2. Add a Global Currency field",[420],{"id":2535,"title":2316,"titles":2536,"content":2537,"level":1175},"/support/fields/global-currency-fields#_1-open-the-fields-pane",[420,2532],"Open the , click the options menu (⋯) and select Configure (or right-click the collection in the sidebar and choose Configure), then under Setup click Fields. See Configuring fields. You'll need Configure  for the collection. If you're unsure, ask your System admin.",{"id":2539,"title":2415,"titles":2540,"content":2541,"level":1175},"/support/fields/global-currency-fields#_2-add-the-field",[420,2532],"Click Add field, give it a Name, and set the Type to Global Currency.",{"id":2543,"title":2544,"titles":2545,"content":2546,"level":1175},"/support/fields/global-currency-fields#_3-set-the-options","3. Set the options",[420,2532],"On the Details tab, configure: Direction - Neutral, Buy or Sell, to reflect the context of the conversion (a mid-market rate, a buying rate, or a selling rate).Allow users to manually enter exchange rates - when on, users can override the system rate with their own value and a reason.Allow users to update to the latest exchange rate - when on, users can refresh a value to the most recent rate available.",{"id":2548,"title":2103,"titles":2549,"content":2550,"level":1175},"/support/fields/global-currency-fields#_4-save",[420,2532],"Click Add field.",{"id":2552,"title":2553,"titles":2554,"content":2555,"level":236},"/support/fields/global-currency-fields#_3-enter-data","3. Enter data",[420],"When adding or editing a record with a Global Currency field:",{"id":2557,"title":2558,"titles":2559,"content":2560,"level":1175},"/support/fields/global-currency-fields#_1-choose-the-currency-and-amount","1. Choose the currency and amount",[420,2553],"Select a currency from the dropdown and type the amount.",{"id":2562,"title":2563,"titles":2564,"content":2565,"level":1175},"/support/fields/global-currency-fields#_2-check-the-conversion","2. Check the conversion",[420,2553],"Kinabase fetches the rate and shows the base-currency equivalent. Click the rate to see the full details - the method used, the rate and the date.",{"id":2567,"title":2568,"titles":2569,"content":2570,"level":1175},"/support/fields/global-currency-fields#_3-adjust-if-allowed","3. Adjust if allowed",[420,2553],"If the field permits it, override the rate manually (with a reason) or update to the latest available rate. Conversion methods. A direct conversion uses a rate held between the selected currency and your base currency. A manual conversion uses a rate a user entered, together with their reason.",{"id":2572,"title":2573,"titles":2574,"content":2575,"level":236},"/support/fields/global-currency-fields#_4-sort-filter-and-report","4. Sort, filter and report",[420],"Because every value is normalised to your base currency, you can: Sort records by their base-currency equivalent for consistent ordering.Filter on base-currency values for fair comparisons across currencies.Report across records in different currencies, with totals in your base currency.",{"id":2577,"title":2578,"titles":2579,"content":2580,"level":236},"/support/fields/global-currency-fields#_5-tips","5. Tips",[420],"Record clear effective dates and Notes on each rate so your finance team can trace decisions later.Set Direction deliberately, so a field reflects whether it's a buying, selling or mid-market context.Allow manual rate entry only for trusted roles, and require a clear reason for every override.Turn on update to the latest exchange rate only where it's operationally right - some teams need historical consistency during a period close. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":426,"title":430,"titles":2582,"content":2583,"level":885},[],"Learn how to create, import and export records in Kinabase, including AI-assisted Scan & Fill and voice input. A  is a single entry in a  - a client, a project, an invoice, an inventory item. Creating one is straightforward, whether you type the details in yourself, dictate them, scan a document, or import a batch from a spreadsheet. Whether you can add records depends on your Records  for this collection. See Assign roles and permissions if you need to check or change this.",{"id":2585,"title":2586,"titles":2587,"content":235,"level":236},"/support/records#_1-creating-a-record-manually","1. Creating a record manually",[430],{"id":2589,"title":1909,"titles":2590,"content":2591,"level":1175},"/support/records#_1-open-the-collection",[430,2586],"Select the collection you want to add to from the sidebar.",{"id":2593,"title":2236,"titles":2594,"content":2595,"level":1175},"/support/records#_2-click-add",[430,2586],"Click the Add button at the top of the collection screen. If the collection has , Add becomes a row of buttons - one per type - so click the type you want first.",{"id":2597,"title":2598,"titles":2599,"content":2600,"level":1175},"/support/records#_3-fill-out-the-form","3. Fill out the form",[430,2586],"Enter the details in each field. Required fields are marked, and Kinabase prompts you if you try to save without completing one.",{"id":2602,"title":2603,"titles":2604,"content":2605,"level":1175},"/support/records#_4-save-the-record","4. Save the record",[430,2586],"Click Add to confirm. The new record appears in the collection's list. Turn on Add another? at the bottom of the form to keep it open and quickly create several records in a row. 2. Creating a record with Scan & FillScan & Fill uses AI to build a fully populated record from a document, image or spoken description, so you don't have to type it in by hand. Upload a receipt, paper form, PDF or screenshot, take a photo, or dictate the details - Kinabase detects the fields, extracts the data, and drops each value into the right place.1. Open the collectionNavigate to the collection where you want the new record to go, for example Invoices.2. Start a new recordClick Add, then click the Scan & Fill button.3. Upload, capture, paste or typeFile: drag a .jpg, .png, .jpeg, .webp, .docx or .pdf (2 MB or smaller) onto the drop zone.Camera: select Camera to take a photo directly from your device.Paste: copy a file or take a screenshot, then press Cmd + V (Mac) or Ctrl + V (Windows) to paste it into the upload area. Pasting switches to File mode automatically.Text: select Text to paste or type a description and let the AI extract the fields.4. Review the AI extractionClick Next. Kinabase highlights each detected field and fills in the record form, matching values to your collection's field names. For a collection list, each row in an uploaded file or table image becomes a new list item, with fields populated from the corresponding columns.5. Check and correctReview every field for accuracy, and correct anything the source was blurry, skewed or handwritten enough to get wrong.6. Add the recordClick Add. The record appears immediately, and its Activities tab notes that it was created with AI.Scan & Fill is powered by AI and may contain errors or inaccuracies. Please review suggestions before saving.Lighting and focus - keep the whole document in frame, flat, and well lit, to get the best recognition accuracy.One document per scan - multi-page PDFs are supported, but avoid photographing several separate forms in a single image.Structured data works best - Scan & Fill is designed for labelled fields; for unstructured notes, attach the file to the record instead.3. Voice input for Scan & FillYou can also dictate a record's details instead of typing or uploading a document. Your words are transcribed and sent through the same AI pipeline as Scan & Fill, which maps what you say onto the correct fields.1. Open the Add record formOpen any collection and click Add to start a new record.2. Start recordingClick the microphone button in the top-right of the form header, next to Scan & Fill. A banner appears with a pulsing \"Listening…\" indicator once it picks up your voice.3. Speak naturallyDescribe the record, for example: \"New contact, Sarah Chen, email sarah at example dot com, phone 07700 900123.\" A rolling subtitle shows your words as they're recognised.4. Stop and reviewClick Stop when you're finished - the transcript is sent to the AI, which maps it onto the matching fields. Click the X on the banner instead if you want to cancel without generating anything. Review the suggested values, then click Add to save.Voice input needs a browser with speech recognition support. The microphone button appears in Chrome, Edge and Safari, but not in browsers that lack this support, such as Firefox. Your browser asks for microphone permission the first time you use it.4. Importing records (CSV)For bulk record creation or updates, import a .csv file instead of adding each record by hand.1. Prepare your CSVMake sure your column headers match your collection's field names, and include a unique identifier column if you're updating existing records rather than only creating new ones.2. Start the importGo to Settings → System → Import / Export → Import → Records, or open the collection's options menu (⋯) and select Import (.csv).3. Map your fieldsMatch each CSV column to the corresponding collection field. Tick Only update existing records if you're making bulk updates rather than adding new ones.4. Confirm the importClick Import to process the file. A log shows how many records were created or updated.For advanced importing tips, see Importing and exporting data.5. Exporting records (CSV)Export records at any time to back them up or work with them in a spreadsheet.1. Open the collectionOpen the ⋯ menu in the top-right of the collection screen and select Export (.csv).2. Choose your columnsSelect Visible columns to export only what's currently shown, or All columns for every field.3. Save the fileChoose where to save the CSV on your device. It's ready for a backup, an offline edit, or sharing with people outside Kinabase.For advanced exporting tips, see Importing and exporting data.Efficient record creation keeps your Kinabase up to date and makes sure your critical data is always at your fingertips - pick manual entry for one-offs, Scan & Fill or voice for fast single records, and CSV import for bulk changes.5. Learn more about recordsOnce you're comfortable adding records, the rest of this section covers everything you can do with them:Finding and filtering records - search, filters, sorting and grouping.Record tabs - Details, Activities, Tasks, Reports, Files and more.Adding unique identifiers - reference numbers and custom IDs.Bulk operations - edit, merge, stage or export many records at once.Printing and scanning records - print-outs, QR codes and barcodes.Record alerts - highlight records that need attention.Deleting and restoring records - Recently Deleted and recovery.Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":433,"title":432,"titles":2607,"content":2608,"level":885},[],"Learn how to find records quickly with global search and collection search, narrow lists down with filters, and organise them with sorting and grouping. As a collection grows, finding the handful of records you need gets harder. Kinabase gives you three ways to narrow things down: search for a record by name or content, apply a  to a collection list, and sort or group what's left so it's easy to scan.",{"id":2610,"title":2611,"titles":2612,"content":2613,"level":236},"/support/records/finding-and-filtering-records#_1-global-search","1. Global search",[432],"Every record in your Kinabase is searchable from a single command palette, wherever you are in the app.",{"id":2615,"title":2616,"titles":2617,"content":2618,"level":1175},"/support/records/finding-and-filtering-records#_1-open-the-command-palette","1. Open the command palette",[432,2611],"Click the search bar at the top of the sidebar, or press Cmd + K (Mac) / Ctrl + K (Windows).",{"id":2620,"title":2621,"titles":2622,"content":2623,"level":1175},"/support/records/finding-and-filtering-records#_2-type-your-query","2. Type your query",[432,2611],"Type a name, keyword or phrase, for example \"Alex\" or \"Project Apollo\". Results across every collection you have access to appear as you type, grouped by collection.",{"id":2625,"title":2626,"titles":2627,"content":2628,"level":1175},"/support/records/finding-and-filtering-records#_3-select-a-result","3. Select a result",[432,2611],"Click a record to jump straight to its detail view. AI-powered results can also suggest a ready-made filter or chart for your query - click one of these to open the filtered list or chart directly. Use quotation marks (e.g. \"Exact Name\") to search for an exact match. 2. Searching within a collectionTo search only the records you're currently looking at, use the local search box instead of the command palette.1. Open the collectionSelect the collection you want to search from the sidebar.2. Type in the search boxType your query in the search box in the top-right of the collection screen. The list updates immediately to show only matching records.3. Clear the searchClick the X in the search box to reset the list and see every record again.3. Filtering recordsA filter narrows a collection list down to records that match one or more conditions, for example \"Status is Active\". Filters you build this way are temporary - they reset when you leave the collection, unless you save them as a . See Saved views if you want to keep a filter for reuse.1. Open the filter builderWithin a collection, click the filter icon to show the filter bar, then click Add filter.2. Select a fieldChoose the field you want to filter by, for example Status or Priority.3. Set the conditionChoose an operator and value for the condition, for example \"is\" Active. The operators on offer depend on the field's type - see Filters and sorting for the full list.4. Review the resultsThe list updates as soon as you set the condition, showing only matching records.5. Add further conditionsClick Add filter again to combine more conditions, for example \"Due Date is in the past\", to narrow the results further.You can filter by the character count of a text field. Look for the \"Field Name - Length\" option in the field dropdown.Filtering by relationshipWhen records in a collection link to other records - including records in the same collection, such as a parent/child structure - you can filter by which records they connect to.1. Select a relationship optionIn the Add filter dropdown, select a connection such as Has Parent to find records linked through a particular field.2. Select the anchor recordsSearch for and tick up to 500 records to anchor the filter.3. Turn on Match at any levelWhen the relationship points back to the same collection, such as a Parent Project or Manager field, tick Match at any level to include indirect connections through a chain of that relationship.4. Apply the filterClick Add to apply a new filter, or Save if you're editing an existing one. The filter bar summarises the rule, for example \"Parent is Project Alpha at any level\".Relationship filters work the same way in views, reports, dashboards and automation conditions.Filtering with AI1. Describe what you wantIn the search bar, type your request in plain language, for example \"show me the active projects due this week\".2. Let Kinabase build the filterKinabase's AI interprets your request and applies the matching filter conditions automatically.3. Review the resultsCheck the filtered records that appear, and adjust the filter manually if you need to refine it further.4. Sorting recordsClick any column header in a collection list to sort by that field. Click it again to reverse the direction. The active view's default sort applies until you choose a different column.5. Grouping recordsGroup by clusters records in a list by a shared value, so you can see trends and manage related records together - for example, grouping by , by creation date, or by owner.1. Open Group byIn the collection toolbar, click the Group by select box.2. Choose a fieldSelect the field you want to group by. Text, option and yes/no fields group by their exact value; date fields let you choose a precision, such as month or year.3. Clear groupingSelect Off in the same box to return to a flat list.Search, filters, sorting and grouping work together - use search for a specific record, filters to define a subset, and sorting or grouping to organise what's left. When you find a combination you'll want again, save it as a view.Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":437,"title":436,"titles":2630,"content":2631,"level":885},[],"Understand the tabs on a record's detail view, and learn how to reorder, hide and rename them. Every  opens onto a detail view with tabs across the top, giving you quick access to related information - its , s, files, and any linked records. Customising which tabs show, and in what order, keeps the information your team uses most one click away.",{"id":2633,"title":2634,"titles":2635,"content":2636,"level":236},"/support/records/record-tabs#_1-the-standard-tabs","1. The standard tabs",[436],"These tabs appear in the same order on every record, and each one only shows if the feature is turned on for the collection and you have permission to see it: Details - the record's own fields, always shown first.Activities - notes, emails, calls and meetings logged against the record, plus a system log of changes.Tasks - to-do items linked to the record.Reports - a record-level dashboard of charts built from this record's data.Files - documents and images attached to the record.Telemetry - time-series charts of how tracked fields have changed over time. Only appears if telemetry is enabled for your organisation and the collection. Log notes, emails, calls and meetings against a record, and see a full audit trail of changes. See Activities. Actionable to-do items linked to the record, helping you track assignments and follow-ups. See Tasks. Store files and documents alongside the record they relate to. See Files and docs. Track how a record's numeric, stage and option fields have changed over time, with a preset or custom date range. See Telemetry.",{"id":2638,"title":2639,"titles":2640,"content":2641,"level":236},"/support/records/record-tabs#_2-relationship-tabs","2. Relationship tabs",[436],"Any collection linked to this one appears as an extra tab, one per relationship, showing the related records at a glance. You can rename these tabs to something more meaningful for your team - for example, a \"Projects\" tab on a Client record might be renamed \"Active Projects\". Details, Activities, Tasks, Files and Reports are fixed and cannot be rearranged, renamed or hidden. You cannot reorder or hide tabs on the s list. Reordering, hiding and renaming relationship tabs needs Configure  for the collection - if you can't make these changes, ask your System admin. Changing the tab layout affects what everyone sees, not just you.",{"id":2643,"title":2644,"titles":2645,"content":235,"level":236},"/support/records/record-tabs#_3-reordering-tabs","3. Reordering tabs",[436],{"id":2647,"title":2648,"titles":2649,"content":2650,"level":1175},"/support/records/record-tabs#_1-open-a-record","1. Open a record",[436,2644],"Navigate to any record in the collection where you want to reorder tabs.",{"id":2652,"title":2653,"titles":2654,"content":2655,"level":1175},"/support/records/record-tabs#_2-right-click-a-tab","2. Right-click a tab",[436,2644],"Select Move left or Move right to shift its position.",{"id":2657,"title":2658,"titles":2659,"content":2660,"level":1175},"/support/records/record-tabs#_3-repeat-as-needed","3. Repeat as needed",[436,2644],"Continue adjusting until the tabs are in the order you want. Put the tabs your team uses most towards the front, so the information they need is visible without extra clicks.",{"id":2662,"title":2663,"titles":2664,"content":235,"level":236},"/support/records/record-tabs#_4-hiding-and-restoring-tabs","4. Hiding and restoring tabs",[436],{"id":2666,"title":2667,"titles":2668,"content":2669,"level":1175},"/support/records/record-tabs#_1-right-click-the-tab","1. Right-click the tab",[436,2663],"Select Hide tab from the menu.",{"id":2671,"title":2672,"titles":2673,"content":2674,"level":1175},"/support/records/record-tabs#_2-restore-a-hidden-tab","2. Restore a hidden tab",[436,2663],"Click the + icon at the end of the tab bar and select the tab you want to bring back. Hide tabs you rarely use to keep the record view uncluttered - you can always restore them later.",{"id":2676,"title":2677,"titles":2678,"content":235,"level":236},"/support/records/record-tabs#_5-renaming-tabs","5. Renaming tabs",[436],{"id":2680,"title":2667,"titles":2681,"content":2682,"level":1175},"/support/records/record-tabs#_1-right-click-the-tab-1",[436,2677],"Select Rename from the context menu.",{"id":2684,"title":2685,"titles":2686,"content":2687,"level":1175},"/support/records/record-tabs#_2-enter-a-new-name","2. Enter a new name",[436,2677],"Type the label that makes sense for your workflow in the Tab Name field, then click OK. Standard tabs such as Activities and Tasks can't be renamed. Relationship tabs only appear once you've linked another collection - see Linked collection fields. Reordering, hiding and renaming record tabs lets you tailor Kinabase's navigation to your own processes, so the information your team relies on is always where they expect it. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":441,"title":440,"titles":2689,"content":2690,"level":885},[],"Learn how to configure unique identifiers for records in Kinabase, and how they relate to a collection's primary and secondary fields. A unique identifier gives every  in a  a distinct code, such as PR-001 or INV-152, so you can locate, reference and track entries with certainty even when their names look similar. 1. Why use unique identifiersAvoid confusion when multiple records have similar or identical names.Find records fast - enter or scan a short code (e.g. INV-101) to jump straight to a specific record.Communicate consistently - use the same codes across your organisation, on paper and on screen.Keep an accurate history - a record keeps the same ID even if it's deleted and later restored.Align with existing systems - match your Kinabase IDs to a legacy or external numbering scheme.2. Choosing an identifier type1. Open collection configurationOpen the options menu (⋯) in the top-right of the collection screen and select Configure, or right-click the collection name in the sidebar and select Configure.2. Go to DetailsUnder Setup, click Details, then find the Identifiers section.3. Choose a TypeSelect None, Number, Abbreviation, or Custom. Each type has its own options, described below.4. SaveClick Update to confirm. New records from this point on include an ID in the format you chose.You'll need Configure  for this collection to change identifier settings. If you're unsure, ask your System admin.NumberSequential, auto-incrementing IDs.Prefix - a short label for the collection, e.g. PR, IMG, INV.Minimum Digits - how many digits follow the prefix, from 0 to 7 (e.g. 3 digits gives 001, 002, 003).Next ID - the starting number for the next new record, useful when migrating existing IDs.AbbreviationAn ID built from letters taken from one of the record's own fields.Field - the field to abbreviate, e.g. Name.Characters - how many characters to include: 2, 3 or 4.Include numbers in abbreviations - optionally add digits to keep abbreviations unique when names clash.A live Example shows the format as you configure it, e.g. \"CK\" is the abbreviation for \"Cambridge Kinetics Ltd\".CustomA free-form builder that combines fixed text, an auto-incrementing number, and parts of other fields - for example PROJ-{abbreviation of client name}-0001. A live Example preview updates as you build the format.Changing the ID format after records already exist prompts a warning, since it can rewrite existing record IDs. You can't turn identifiers off while the ID field is set as the collection's Primary Field.3. Primary and secondary fieldsThe Primary Field and Secondary Field are separate from the ID, but often shown alongside it. The Primary Field is the field Kinabase uses to identify a record - it's shown as the record's title everywhere in the app. The Secondary Field displays alongside the primary field for extra context, for example a company name next to a contact's name.1. Open the Fields paneIn collection configuration, under Setup, click Fields.2. Set the Primary FieldFind the field you want as the record title and mark it as the Primary field.3. Set the Secondary Field (optional)Mark a second field as the Secondary field to show alongside it for context.An identifier gives a record a unique code; the primary field gives it a human-readable name. Most collections use both - for example, an Invoices collection might show \"Acme Ltd\" as the primary field and INV-0142 as its identifier.4. Identifiers on listsA  supports the same identifier types as a top-level collection, so you can assign unique IDs to individual line items.1. Open the list's configurationOpen the parent collection's configuration and select the list under Lists.2. Go to IdentifiersClick the Identifiers tab, which appears once the list has been created.3. Choose a typeSelect Number, Abbreviation, or Custom, then set the prefix, minimum digits or other options for the type you chose.4. SaveClick Update. New list items receive IDs automatically from this point on, and the ID column appears in record tables straight away, including in portal views.In portals, list item IDs appear in tables but are hidden from add and edit forms, since IDs are generated on the server.5. Migrating existing IDsIf you're moving from another system and want to keep your existing numbering scheme:1. Set the prefixMatch your old format, e.g. IMG.2. Adjust Next IDSet it to one higher than your last used number, e.g. 153 if your last record was 152.3. Save your changesNew records continue the numbering without creating duplicates.Deleted records - every record gets an ID, even one that's later deleted. Once a number is used, it's never reused, avoiding any confusion or duplication.Preserved history - this keeps a consistent audit trail, so if a deleted record is restored, it keeps its original ID. See Deleting and restoring records.Once a record is created, its ID doesn't change, even if its fields are edited later. Plan your format carefully if you have existing data or a legacy numbering system to align with.Configuring unique identifiers keeps large collections organised and makes every record easy to find, reference and track, even as your data grows.Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":445,"title":444,"titles":2692,"content":2693,"level":885},[],"Learn how to select several records at once in Kinabase and edit, merge, change stage, delete, email, print or export them together. Sometimes you need to act on many records at once - changing a status, assigning an owner, or updating a date across a batch. Kinabase's bulk operations handle this in one pass, saving you from repeating the same edit one record at a time. Your ability to view, edit, delete or bulk-edit records depends on your role's s for this collection. See Assign roles and permissions for how these are configured.",{"id":2695,"title":2696,"titles":2697,"content":235,"level":236},"/support/records/bulk-operations#_1-selecting-multiple-records","1. Selecting multiple records",[444],{"id":2699,"title":1909,"titles":2700,"content":2701,"level":1175},"/support/records/bulk-operations#_1-open-the-collection",[444,2696],"Select the collection you want to work in from the sidebar.",{"id":2703,"title":2704,"titles":2705,"content":2706,"level":1175},"/support/records/bulk-operations#_2-tick-the-records","2. Tick the records",[444,2696],"Tick the checkbox next to each record you want to include, selecting as many as you need.",{"id":2708,"title":2709,"titles":2710,"content":2711,"level":1175},"/support/records/bulk-operations#_3-open-the-bulk-menu","3. Open the bulk menu",[444,2696],"Right-click any of the ticked records to open the bulk menu: Edit multiple, Merge, Stage, Delete, Add related, Send email, Print multiple, and Export (.csv). 2. Editing multiple records1. Select Edit multipleFrom the bulk menu, select Edit multiple. A window titled \"Edit {N} {records}\" opens, listing every field.2. Change only the fields you needA field showing Multiple values means the selected records currently hold different data for it. Click the pencil icon next to a field to overwrite it with one new value across every selected record - leave any other field untouched to keep its existing values. Click Undo to discard a change before saving.3. Save your changesClick Save to apply your changes to every selected record.Changing a field replaces any existing data for that field on every edited record - there's no way to apply different values to different records in the same bulk edit.3. Merging recordsMerge combines exactly two records into one, keeping only the fields you choose.1. Select exactly two recordsTick two records that represent the same real-world entity, for example a duplicate contact.2. Select MergeFrom the bulk menu, select Merge. The \"Merge Records\" window opens.3. Select which values to keepFor each field, select which record's value to keep in the merged record. A field left without a value from either record shows Blank.4. Confirm the mergeConfirm to combine the two records into one. This action cannot be undone, so review your choices carefully before confirming.4. Changing stage in bulkIf the collection has a , select Stage from the bulk menu to move every selected record to a new  in one action, the same way you would for a single record. See Workflows.5. Bulk deleting1. Select the recordsTick the records you want to remove.2. Select DeleteFrom the bulk menu, select Delete, then confirm. The records move to Recently Deleted for 30 days.3. Restore or permanently removeOpen the options menu (⋯) and select Recently Deleted within the collection to restore the records or delete them permanently. See Deleting and restoring records.Bulk deleting needs the Bulk Delete permission for the collection, in addition to Records edit access - it's a separate permission column from single-record deletion. Ask your System admin if the option is missing.6. Adding related activities and tasksSelect Add related from the bulk menu to add the same activity or task to up to 20 records at once - useful for logging a single event, like a site visit, against every record it affected.7. Emailing multiple recordsSelect Send email from the bulk menu. From me sends a single email with every selected record's contact BCC'd, for up to 20 records. From shared address sends individually to up to 1,000 records, using your organisation's shared outbound address. See Sending emails from records.8. Printing and exporting in bulkSelect Print multiple to print up to 50 selected records in one batch, or Export (.csv) to export any number of selected records to a CSV file. See Printing and scanning records and Importing and exporting data.Bulk operations save real time whenever you're touching more than a handful of records - whether that's updating a completion date across project phases, logging a delivery against a batch of orders, or clearing out legacy inventory in one go.Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":449,"title":448,"titles":2713,"content":2714,"level":885},[],"Learn how to print a record, use its built-in QR code to reopen it, scan QR codes into a linked field, and print Zebra labels. Kinabase makes it easy to print a  - complete with a QR code you can scan straight back into the system - so your digital data and your physical workspace stay connected.",{"id":2716,"title":2717,"titles":2718,"content":2719,"level":236},"/support/records/printing-and-scanning-records#_1-printing-records","1. Printing records",[448],"Printing a record gives you a physical copy of its key fields, along with a timestamp and a QR code. Whether you need a hard copy for compliance, collaboration, or note-taking, it only takes a few clicks.",{"id":2721,"title":2648,"titles":2722,"content":2723,"level":1175},"/support/records/printing-and-scanning-records#_1-open-a-record",[448,2717],"In any collection, click a record to open its detail view.",{"id":2725,"title":2726,"titles":2727,"content":2728,"level":1175},"/support/records/printing-and-scanning-records#_2-open-the-options-menu","2. Open the options menu",[448,2717],"Click the options menu (⋯) in the top-right of the record.",{"id":2730,"title":2731,"titles":2732,"content":2733,"level":1175},"/support/records/printing-and-scanning-records#_3-select-print","3. Select Print",[448,2717],"You'll see a Print Preview showing the record's fields, a QR code, and a date/time stamp. If your organisation has document templates set up, you can switch from the default Summary template to one of these.",{"id":2735,"title":2736,"titles":2737,"content":2738,"level":1175},"/support/records/printing-and-scanning-records#_4-print-or-save-as-pdf","4. Print or save as PDF",[448,2717],"Click Print to open your computer's print dialog, or choose Export → as PDF for an electronic copy instead. Have a customer sign a printed copy for an audit or compliance record.Stick a printed equipment label - with its unique identifier - on a piece of machinery.Print a non-conformance report, built from a document template, to tag a quarantined product.Mark up or annotate a printed copy during a team meeting.",{"id":2740,"title":2741,"titles":2742,"content":2743,"level":236},"/support/records/printing-and-scanning-records#_2-qr-codes-and-scanning","2. QR codes and scanning",[448],"Every printed \"Summary\" record includes a QR code that links directly to the digital record in Kinabase, so scanning it opens the record instantly - no searching required.",{"id":2745,"title":2746,"titles":2747,"content":2748,"level":1175},"/support/records/printing-and-scanning-records#_1-print-the-record","1. Print the record",[448,2741],"Follow the steps in Printing records above. The Print Preview always includes a QR code.",{"id":2750,"title":2751,"titles":2752,"content":2753,"level":1175},"/support/records/printing-and-scanning-records#_2-scan-the-printed-code","2. Scan the printed code",[448,2741],"Scan the code with your phone's camera or a dedicated QR scanner to open the record straight away.",{"id":2755,"title":2756,"titles":2757,"content":2758,"level":1219},"/support/records/printing-and-scanning-records#scanning-into-a-linked-field","Scanning into a linked field",[448,2741],"You can also use QR scanning as a data-entry shortcut: scanning the printed QR code of one record fills in a link to it from another record, instead of searching a long dropdown list. This is a per-field option on any linked , not a general record action.",{"id":2760,"title":2761,"titles":2762,"content":2763,"level":1175},"/support/records/printing-and-scanning-records#_1-turn-on-qr-scanning-for-a-field","1. Turn on QR scanning for a field",[448,2741,2756],"Go to Configure → Fields, open a linked field (for example, an \"Equipment\" field on a Repairs collection), and turn on Use QR Code Scanning.",{"id":2765,"title":2766,"titles":2767,"content":2768,"level":1175},"/support/records/printing-and-scanning-records#_2-scan-while-adding-or-editing-a-record","2. Scan while adding or editing a record",[448,2741,2756],"A QR icon appears next to the field. Click it to open your device's camera, then scan a printed record's QR code - the link fills in automatically, with no typing needed. Workers scan a machine's QR code to log a repair against it, without searching a long dropdown.Quickly check stock levels by scanning a pallet or product label.Technicians get instant access to job details by scanning a record's code out in the field.",{"id":2770,"title":2771,"titles":2772,"content":2773,"level":236},"/support/records/printing-and-scanning-records#_3-zebra-label-printing","3. Zebra label printing",[448],"If Kinabase detects a Zebra label printer connected to your device, the print dialog offers a Zebra Printer option alongside the standard one, for printing compact ZPL labels rather than a full-page summary. You can adjust DPI, Top Offset, Left Offset, Black Threshold, Print Rate, Darkness and Quantity before printing. This is the only barcode-style output in Kinabase - there's no barcode reader on records. To scan data back in, use the QR code on a printed record or a QR-enabled linked field, as described above. Print clear, high-contrast QR codes so they scan reliably.On a factory floor, consider laminating labels or using plastic sleeves to protect them.Reprint a record if critical fields change - a printed copy doesn't update itself. Printing records and scanning their QR codes bridges your online data and offline workflows - for compliance paperwork, warehouse labels, or just a tangible reference in a meeting. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":453,"title":452,"titles":2775,"content":2776,"level":885},[],"Learn how to configure record alerts in Kinabase so your team can spot overdue, expiring or high-priority records at a glance. An  rule flags records that match conditions you define, so your team can spot them instantly and act, without hunting through a full list. Catch risks instantly - an icon and colour draw the eye to overdue, expiring or high-priority records as soon as you open the collection.Focus your team - sort by alert level so colleagues tackle the most critical work first.Share safely - surface only the alerts that matter in a portal, keeping external users informed without oversharing.",{"id":2778,"title":2779,"titles":2780,"content":2781,"level":236},"/support/records/record-alerts#_1-configuring-record-alerts","1. Configuring record alerts",[452],"You'll need Configure  for this collection to set up alerts. If you're unsure, ask your System admin.",{"id":2783,"title":2074,"titles":2784,"content":2785,"level":1175},"/support/records/record-alerts#_1-open-collection-configuration",[452,2779],"Open the options menu (⋯) in the top-right of the collection screen and select Configure.",{"id":2787,"title":2788,"titles":2789,"content":2790,"level":1175},"/support/records/record-alerts#_2-go-to-alerts","2. Go to Alerts",[452,2779],"Under the Display heading, click Alerts.",{"id":2792,"title":2793,"titles":2794,"content":2795,"level":1175},"/support/records/record-alerts#_3-add-an-alert","3. Add an alert",[452,2779],"Click Add Alert to start configuring a new rule.",{"id":2797,"title":2798,"titles":2799,"content":2800,"level":1175},"/support/records/record-alerts#_4-name-the-alert","4. Name the alert",[452,2779],"Give it a clear name so your colleagues can recognise its purpose at a glance.",{"id":2802,"title":2803,"titles":2804,"content":2805,"level":1175},"/support/records/record-alerts#_5-set-the-severity","5. Set the severity",[452,2779],"Select one of four severity levels, each shown with its own icon and colour on the record: SeverityMeaningCriticalNeeds immediate attention.WarningWorth checking soon.InfoUseful context, no action required.SuccessHighlights something that's on track.",{"id":2807,"title":2808,"titles":2809,"content":2810,"level":1175},"/support/records/record-alerts#_6-write-the-message","6. Write the message",[452,2779],"Add a message that will display on the record, explaining clearly why the alert was triggered.",{"id":2812,"title":2813,"titles":2814,"content":2815,"level":1175},"/support/records/record-alerts#_7-set-the-conditions","7. Set the conditions",[452,2779],"Build the alert's filter conditions on specific fields, the same way you would for a collection . You can combine multiple conditions on one alert.",{"id":2817,"title":2818,"titles":2819,"content":2820,"level":1175},"/support/records/record-alerts#_8-save","8. Save",[452,2779],"Leave configuration to return to the collection - your alert is now active.",{"id":2822,"title":2823,"titles":2824,"content":2825,"level":236},"/support/records/record-alerts#_2-viewing-alerts","2. Viewing alerts",[452],"Once an alert is set up, an Alerts column appears in the collection list with a lightbulb icon. It shows the severity icon for any record that meets the alert's conditions, and stays blank otherwise. Alerts also appear on the record's Details tab, above its workflow history.",{"id":2827,"title":2828,"titles":2829,"content":2830,"level":236},"/support/records/record-alerts#_3-example-uses","3. Example uses",[452],"Account managers flagging clients they need to chase before a relationship goes cold.Asset teams tracking warranty expirations or scheduled maintenance dates.Project teams identifying slippages or approaching deadlines.Logistics teams highlighting records with missing address details.",{"id":2832,"title":2833,"titles":2834,"content":2835,"level":236},"/support/records/record-alerts#_4-best-practices","4. Best practices",[452],"Name your alert clearly - a descriptive name helps your team recognise its purpose at a glance.Write a clear message - explain what the alert means and, where relevant, what action to take. Alerts let your team spot critical records the moment they matter, so nothing falls through the cracks. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":457,"title":456,"titles":2837,"content":2838,"level":885},[],"Learn how to delete a record in Kinabase, restore it from Recently Deleted within 30 days, and permanently remove it when you're sure. Deleting a  in Kinabase isn't final straight away. Every deleted record moves to Recently Deleted for 30 days, so a mistaken click doesn't cost you real data - you can restore it, or permanently remove it sooner if you're certain. Deleting a record needs Records  for the collection; deleting several at once also needs the Bulk Delete permission. See Assign roles and permissions if the option is missing.",{"id":2840,"title":2841,"titles":2842,"content":235,"level":236},"/support/records/deleting-and-restoring-records#_1-deleting-a-record","1. Deleting a record",[456],{"id":2844,"title":2845,"titles":2846,"content":2723,"level":1175},"/support/records/deleting-and-restoring-records#_1-open-the-record","1. Open the record",[456,2841],{"id":2848,"title":2726,"titles":2849,"content":2850,"level":1175},"/support/records/deleting-and-restoring-records#_2-open-the-options-menu",[456,2841],"Click the options menu (⋯) in the top-right of the record. 3. Select DeleteKinabase asks \"Are you sure you want to delete {record}?\" and confirms that deleted records can be restored within 30 days from the Recently Deleted pane. If other collections hold data linked to this record, the confirmation also lists what will be affected.4. ConfirmClick Delete to confirm, or Cancel to back out. The record disappears from the collection immediately and moves to Recently Deleted.To delete several records in one go, see Bulk operations - bulk deleting needs the separate Bulk Delete permission.2. Recently DeletedEvery deleted record is stored for 30 days before it's permanently removed, giving you a safety net to put back anything deleted by mistake.1. Open Recently DeletedOpen the collection's ⋯ menu and select Recently Deleted.2. Find the recordDeleted records are listed with their ID, primary field, Deleted At date, and Deleted By colleague. Collection lists have their own tab within the same pane.3. Restore or permanently deleteRight-click a record (or tick several and use the Selection menu) and select Restore to bring it back exactly as it was, or Permanently Delete to remove it for good.Permanently deleting a record also permanently deletes any activities, tasks and documents associated with it. This action cannot be undone.3. Records vs collectionsRecords and collections behave differently when you delete them, so it's worth knowing the difference:Records go to Recently Deleted and can be restored for 30 days, as described above.Collections cannot be archived and have no recovery window - deleting a collection removes it, and every record in it, immediately and permanently. See Managing collections before you delete one.Recently Deleted gives you room to undo a mistake, while permanent deletion - for a single record or a whole collection - is there when you're certain the data should go for good.Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":462,"title":461,"titles":2852,"content":2853,"level":885},[],"Understand what a view is in Kinabase, the three display modes - Table, Side by side and Timeline - and when to use each. A  is a saved configuration of a 's columns, filters, sorting and grouping - a shortcut to the exact subset of records you look at most, for example \"My Open Tasks\" or \"Overdue Invoices\". Once saved, a view is one click away for you or, if you choose to share it, for your whole team.",{"id":2855,"title":2856,"titles":2857,"content":2858,"level":236},"/support/views#_1-display-modes","1. Display modes",[461],"Every view can be shown in one of three display modes, switched from the View selector above the collection list. Kinabase has no kanban, board, gallery or calendar view - these three are the complete set: ModeWhat it showsWhen to use itTableRecords as rows, with a column per field.Scanning or comparing many records at once - the default for most collections.Side by sideA record list on the left with the selected record's details on the right.Working through records one at a time without losing your place in the list. This is also the default on narrow or mobile screens.TimelineRecords plotted against a start and end date.Scheduling or planning work, such as project phases or bookings. Only available when the collection has a Date Range field. Board-like working in Kinabase comes from  s, not from a view - see Workflows. Visual exploration tools such as Map and Mind Map are separate side-panes, not view types - see Tools.",{"id":2860,"title":2861,"titles":2862,"content":2863,"level":236},"/support/views#_2-group-by","2. Group by",[461],"Group by clusters the records in any display mode by a shared field value - such as stage, owner, or creation month - so you can see patterns at a glance without leaving the list. Set it from the Group by selector next to the view switcher, independently of which display mode you're using.",{"id":2865,"title":2866,"titles":2867,"content":2868,"level":236},"/support/views#_3-in-this-section","3. In this section",[461],"Filters and sorting - build filter conditions with the full operator list, combine them, and set sorting and grouping.Saved views - create, save, default and share views with your team. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":468,"title":467,"titles":2870,"content":2871,"level":885},[],"Learn the full set of filter operators available in Kinabase, how to combine multiple conditions, and how sorting and grouping work inside a view. A 's power comes from combining a , a sort order, and a grouping into one saved configuration. This article covers the filter builder in depth, including every operator available; for the everyday steps of applying a quick, unsaved filter to a collection list, see Finding and filtering records.",{"id":2873,"title":2874,"titles":2875,"content":235,"level":236},"/support/views/filters-and-sorting#_1-building-a-filter-condition","1. Building a filter condition",[467],{"id":2877,"title":2878,"titles":2879,"content":2880,"level":1175},"/support/views/filters-and-sorting#_1-open-the-filter-builder","1. Open the filter builder",[467,2874],"Within a collection or a view's configuration, click Add filter (or Add Condition).",{"id":2882,"title":2883,"titles":2884,"content":2885,"level":1175},"/support/views/filters-and-sorting#_2-choose-a-field","2. Choose a field",[467,2874],"Select the field you want to filter by. The operators on offer change depending on the field's type.",{"id":2887,"title":2888,"titles":2889,"content":2890,"level":1175},"/support/views/filters-and-sorting#_3-choose-an-operator","3. Choose an operator",[467,2874],"Select how you want to compare the field's value - see the full list below.",{"id":2892,"title":2893,"titles":2894,"content":2895,"level":1175},"/support/views/filters-and-sorting#_4-set-the-value","4. Set the value",[467,2874],"Enter or select the value to compare against. Some operators, such as \"is blank\", need no value at all.",{"id":2897,"title":2898,"titles":2899,"content":2900,"level":236},"/support/views/filters-and-sorting#_2-operators-by-field-type","2. Operators by field type",[467],"Field typeOperatorsAny fieldis blank, is not blankYes / Nois true, is false, is not true, is not falseTextis, is not, contains, does not contain, starts with, does not start with, ends with, does not end withNumberis equal to, is not equal to, is greater than, is less than, is greater than or equal to, is less than or equal toDate, Date + Timeis equal to, is not equal to, is after, is before, is equal or after, is equal or before, is in the future, is in the pastDurationis equal to, is not equal to, is longer than, is shorter than, is longer than or equal to, is shorter than or equal toSelect, Multi-Select, linked recordsincludes all of, includes some of, includes none of, is empty, is not empty You can also filter by the character count of a text field - look for the \"Field Name - Length\" option in the field dropdown, which then offers the number operators above.",{"id":2902,"title":2903,"titles":2904,"content":2905,"level":236},"/support/views/filters-and-sorting#_3-combining-conditions","3. Combining conditions",[467],"Add as many conditions as you need - click Add filter (or Add Condition) again for each one. Every condition you add narrows the results further, so a record must match all of them to appear.",{"id":2907,"title":2908,"titles":2909,"content":2910,"level":1219},"/support/views/filters-and-sorting#filtering-by-relationship","Filtering by relationship",[467,2903],"When a collection links to other records - including to itself, such as a parent/child structure - you can filter by which records they connect to, using options like Has Parent or Is Parent of. Tick Match at any level to include indirect connections through a chain of that relationship, not just a direct link. See Finding and filtering records for the full walkthrough.",{"id":2912,"title":2913,"titles":2914,"content":2915,"level":1219},"/support/views/filters-and-sorting#filtering-with-ai","Filtering with AI",[467,2903],"Type a request in plain language - for example \"show me the active projects due this week\" - and Kinabase's AI builds the matching filter conditions for you automatically. A filter's conditions can be shared as a link (?filter=...), so you can send a colleague straight to a filtered list without saving it as a view.",{"id":2917,"title":2918,"titles":2919,"content":2920,"level":236},"/support/views/filters-and-sorting#_4-sorting","4. Sorting",[467],"Set a Sort Field and Sort Direction (ascending or descending) to control the order records appear in. In a collection list without a saved sort, click any column header to sort by that field - click again to reverse the direction.",{"id":2922,"title":2923,"titles":2924,"content":2925,"level":236},"/support/views/filters-and-sorting#_5-grouping","5. Grouping",[467],"Set a Group Field to cluster records by a shared value. Text, option and yes/no fields group by their exact value; date fields also let you choose a Group Precision, such as day, month or year, so you can group by \"this month\" rather than an exact date. Together, filters, sorting and grouping turn a long list into exactly the subset your team needs - save the combination as a view once you find one you'll return to. See Saved views. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":472,"title":471,"titles":2927,"content":2928,"level":885},[],"Learn how to create a saved view in Kinabase, set a default view, and control who can see each view. Once you've built a filter, sort and grouping you'll want again, save it as a  - a named, reusable shortcut that you or your team can switch to with one click, instead of rebuilding the same conditions every time. 1. What a saved view storesA view remembers:Name and icon, so it's easy to recognise in the view list.Fields - which columns are visible, and in what order.Filters - the conditions records must match. See Filters and sorting.Sorting - the sort field and direction.Grouping - the group field and, for dates, its precision.Permissions - who can see the view.A view does not store a display mode - Table, Side by side or Timeline is a personal choice you make each time you look at the collection. See Views for the three display modes.2. Creating a viewYou'll need Configure  for this collection to create or edit a shared view. Anyone with access to the collection can create a personal view for themselves.1. Open collection configurationOpen the options menu (⋯) in the top-right of the collection screen and select Configure, or right-click the collection name in the sidebar and select Configure.2. Go to ViewsUnder Display, click Views.3. Add a viewClick Add View.4. Configure the viewName - a descriptive name, e.g. \"Overdue Checks\" or \"High-Priority Projects\".Icon - pick one to help the view stand out in the list.Fields - tick which fields to show, and drag to reorder them.Filters - add the conditions to apply.Sorting - choose a sort field and direction.Grouping - choose a group field, if any.Permissions - choose who can see this view: everyone, specific roles, or just you.5. SaveClick Add next to the view's name. It now appears as an option in the collection's view list.Permissions can't be configured for the default view - it's visible to everyone who can see the collection.Creating a view from a typeIf the collection has , you can generate a view straight from one instead of building it from scratch.1. Open TypesIn collection configuration, under Setup, click Types.2. Open a type's menuClick the ⋯ menu next to the type you want a view for.3. Create the viewSelect Create View. Kinabase creates a view already filtered to that type, showing the fields relevant to it.3. Using and switching viewsClick the view's icon and name at the top of the collection to switch views. Each entry in the list shows its icon, name and record count.If no view is set as the default, Kinabase automatically loads a built-in \"All\" view with no filters, so there's always a way to see every record.It's still worth creating your own \"Show All\" view with no filters if you want one you can rename, reorder, or otherwise customise - the built-in \"All\" view is a fallback, not something you configure.4. Setting a default and sharing views1. Open the view's menuIn the Views configuration pane, open the ⋯ menu next to a view.2. Choose an actionSelect Show by default to make it the view everyone lands on first, Duplicate to use it as a starting point for a new view, or Delete to remove it.3. Control who sees itSet the view's Permissions to Everyone, specific roles, or Just me for a personal view only you can see. There's no public link sharing for views - for records you need to share outside your organisation, use a Portal instead.Views are most useful once you have several - one for each way your team needs to look at a collection. Name them clearly, give each one an icon, and share the ones your whole team should use.Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":477,"title":476,"titles":2930,"content":2931,"level":885},[],"Learn what tasks are in Kinabase, how they work, and how to enable them for a collection. A  is a to-do item attached to a  - a follow-up call to make, a document to chase, a delivery to check. Every task lives on the record it belongs to, so whoever picks it up has the context right there alongside it. Tasks don't only live on the record, though. They also surface on your Dashboard and on your Calendar, so you can see everything you're responsible for in one place, whichever record it came from.",{"id":2933,"title":2934,"titles":2935,"content":2936,"level":236},"/support/tasks#_1-what-a-task-is","1. What a task is",[476],"Each task has a Name, an optional Description, an optional Due date, and one or more Assignees - the (s) responsible for it. A task also has a Status: Not Started (shown in red), In Progress (yellow), or Completed (green). A task can also be given a Schedule - a start and end time separate from its due date - so you can block out time to get it done. Scheduled tasks and due dates both appear on the Calendar; see Calendar. Tasks in Kinabase have no priority field and no recurrence. If you need work to repeat on a schedule, look at Automations instead.",{"id":2938,"title":2939,"titles":2940,"content":2941,"level":236},"/support/tasks#_2-enabling-tasks-for-a-collection","2. Enabling tasks for a collection",[476],"Tasks are a per-collection feature - turn them on for any collection whose records generate follow-up work. You'll need Configure permission for this collection. If you're unsure, ask your System admin.",{"id":2943,"title":2074,"titles":2944,"content":2945,"level":1175},"/support/tasks#_1-open-collection-configuration",[476,2939],"Click the ⋯ (options menu) in the top-right of the collection view, or right-click the collection name in the sidebar and select Configure.",{"id":2947,"title":2948,"titles":2949,"content":2950,"level":1175},"/support/tasks#_2-go-to-the-tasks-tab","2. Go to the Tasks tab",[476,2939],"In the configuration panel, select the Tasks tab.",{"id":2952,"title":2953,"titles":2954,"content":2955,"level":1175},"/support/tasks#_3-turn-on-tasks","3. Turn on tasks",[476,2939],"Turn on Enable tasks for this collection.",{"id":2957,"title":2958,"titles":2959,"content":2960,"level":1175},"/support/tasks#_4-optional-show-tasks-on-related-records","4. Optional: show tasks on related records",[476,2939],"Turn on Show in related records for any relational field so tasks on this collection also appear on the linked record.",{"id":2962,"title":2963,"titles":2964,"content":2965,"level":236},"/support/tasks#_3-learn-more","3. Learn more",[476],"Create and complete tasks, set due dates, assign colleagues, and see your tasks on the Dashboard and Calendar. Reassign a colleague's tasks when they leave, and edit several tasks at once with bulk selection. See scheduled tasks and due dates laid out on a day, week, or month view. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":483,"title":482,"titles":2967,"content":2968,"level":885},[],"Learn how to create tasks, set due dates, assign colleagues, and keep track of your work on the Dashboard and Calendar. are actionable to-do items linked to specific , helping you organise assignments, deadlines, and follow-ups. You can view your tasks on the record they belong to, on your Dashboard, or on your Calendar - so nothing gets lost, whichever way you like to work. This guide assumes tasks are already enabled for the collection. If you don't see a Tasks tab on a record, see Tasks.",{"id":2970,"title":2971,"titles":2972,"content":235,"level":236},"/support/tasks/using-tasks#_1-creating-a-task","1. Creating a task",[482],{"id":2974,"title":2648,"titles":2975,"content":2976,"level":1175},"/support/tasks/using-tasks#_1-open-a-record",[482,2971],"Click the record you want to add a task to, then select its Tasks tab.",{"id":2978,"title":2979,"titles":2980,"content":2981,"level":1175},"/support/tasks/using-tasks#_2-start-a-task","2. Start a task",[482,2971],"Click Add task... and type a Name for the task.",{"id":2983,"title":2984,"titles":2985,"content":2986,"level":1175},"/support/tasks/using-tasks#_3-add-the-details","3. Add the details",[482,2971],"Optionally add a Description, a Schedule, and one or more Assignees by searching for a colleague.",{"id":2988,"title":2989,"titles":2990,"content":2991,"level":1175},"/support/tasks/using-tasks#_4-save-the-task","4. Save the task",[482,2971],"Click Add to save the task, or press Cmd + Enter (Mac) / Ctrl + Enter (Windows). Press Esc to cancel.",{"id":2993,"title":2994,"titles":2995,"content":2996,"level":236},"/support/tasks/using-tasks#_2-adding-a-task-from-the-collection-list","2. Adding a task from the collection list",[482],"You can also create a task linked to one or more records without opening each one individually. This works from the main collection list and from any linked collection shown on a record.",{"id":2998,"title":2999,"titles":3000,"content":3001,"level":1175},"/support/tasks/using-tasks#_1-select-the-records","1. Select the records",[482,2994],"Right-click a single record, or tick multiple records and right-click the selection. Up to 20 records can be selected at once.",{"id":3003,"title":3004,"titles":3005,"content":3006,"level":1175},"/support/tasks/using-tasks#_2-select-add-related","2. Select Add related",[482,2994],"From the context menu, hover over Add related and select Add task.",{"id":3008,"title":3009,"titles":3010,"content":3011,"level":1175},"/support/tasks/using-tasks#_3-fill-in-the-details","3. Fill in the details",[482,2994],"Enter the task's Name, Description, Due date, and Assignees, then save. The new task is linked to every record you selected. Add related only appears for collections that have tasks enabled.",{"id":3013,"title":3014,"titles":3015,"content":235,"level":236},"/support/tasks/using-tasks#_3-setting-a-due-date","3. Setting a due date",[482],{"id":3017,"title":3018,"titles":3019,"content":3020,"level":1175},"/support/tasks/using-tasks#_1-open-the-due-date-picker","1. Open the due date picker",[482,3014],"On the task, click Due date.",{"id":3022,"title":3023,"titles":3024,"content":3025,"level":1175},"/support/tasks/using-tasks#_2-select-a-date","2. Select a date",[482,3014],"Select a specific date and time, or use a quick option: Due today, Due tomorrow, Due in 2 days, or Due next week. Click Reset to clear it. Kinabase shows the due date relative to today - Due today, Due tomorrow, or Due {n} from now - and highlights it red once it's overdue, or yellow when it falls within the next two days.",{"id":3027,"title":3028,"titles":3029,"content":3030,"level":236},"/support/tasks/using-tasks#_4-assigning-colleagues","4. Assigning colleagues",[482],"A task can have one or more assignees. Click the Assignee picker on the task and search for a colleague to add them; add as many as the task needs. Anyone assigned to a task can see it on their own Dashboard and Calendar, alongside the tasks they created.",{"id":3032,"title":3033,"titles":3034,"content":235,"level":236},"/support/tasks/using-tasks#_5-viewing-your-tasks","5. Viewing your tasks",[482],{"id":3036,"title":3037,"titles":3038,"content":3039,"level":1175},"/support/tasks/using-tasks#on-a-record","On a record",[482,3033],"The Tasks tab on a record shows every task linked to it, with a  of {y} completed count. Use Show completed / Hide completed and Sort (None or By due date) to control what you see.",{"id":3041,"title":3042,"titles":3043,"content":3044,"level":1175},"/support/tasks/using-tasks#on-your-dashboard","On your Dashboard",[482,3033],"Open your Dashboard and select the Tasks tab. Built-in views cover the ways you're most likely to want to look at your work: Today, Due this week, Overdue, Scheduled, Assigned to me, and Recently completed. Use Group By to cluster the list by due date, scheduled date, collection, record, or status, and Add view to save a custom view of your own.",{"id":3046,"title":3047,"titles":3048,"content":3049,"level":1175},"/support/tasks/using-tasks#on-your-calendar","On your Calendar",[482,3033],"Any task with a due date or a schedule also appears on your Calendar, so you can see your to-dos alongside the rest of your time. See Calendar.",{"id":3051,"title":3052,"titles":3053,"content":235,"level":236},"/support/tasks/using-tasks#_6-completing-and-deleting-tasks","6. Completing and deleting tasks",[482],{"id":3055,"title":3056,"titles":3057,"content":3058,"level":1175},"/support/tasks/using-tasks#mark-a-task-as-complete","Mark a task as complete",[482,3052],"Click the circular checkbox next to the task to cycle its status between Not started, In progress, and Completed. You can also open the task and change its Status directly.",{"id":3060,"title":3061,"titles":3062,"content":3063,"level":1175},"/support/tasks/using-tasks#delete-a-task","Delete a task",[482,3052],"Right-click the task and select Delete. Deleted tasks cannot be recovered.",{"id":3065,"title":3066,"titles":3067,"content":3068,"level":236},"/support/tasks/using-tasks#_7-ai-suggested-tasks","7. AI-suggested tasks",[482],"Available on all plans except Starter. Kinabase can read the content of an activity you log - a meeting note or a forwarded email, for example - and suggest tasks to follow up on. See Using Activities for how to log an activity.",{"id":3070,"title":3071,"titles":3072,"content":3073,"level":1175},"/support/tasks/using-tasks#_1-log-an-activity","1. Log an activity",[482,3066],"In a record's Activities tab, add a note, email, phone call, or meeting log describing what happened and what needs to follow.",{"id":3075,"title":3076,"titles":3077,"content":3078,"level":1175},"/support/tasks/using-tasks#_2-suggest-tasks","2. Suggest tasks",[482,3066],"In the activity modal, click Suggest Tasks. Kinabase proposes tasks based on what you wrote, shown in italics with a dotted checkbox. Click New Suggestions for a different set, or Stop Generating to cancel.",{"id":3080,"title":3081,"titles":3082,"content":3083,"level":1175},"/support/tasks/using-tasks#_3-accept-the-ones-you-want","3. Accept the ones you want",[482,3066],"Click the checkmark next to each suggested task you want to keep. Accepted tasks are added to the record's Tasks tab, where you can set a due date or add assignees as normal. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":487,"title":486,"titles":3085,"content":3086,"level":885},[],"Learn how to keep on top of your team's tasks, reassign them when a colleague leaves, and edit several tasks at once. Beyond your own to-do list, Kinabase gives you the tools to see how work is distributed across your team, tidy up several tasks at once, and hand over open tasks when someone leaves.",{"id":3088,"title":3089,"titles":3090,"content":3091,"level":236},"/support/tasks/managing-tasks#_1-managing-your-teams-tasks","1. Managing your team's tasks",[486],"Your Dashboard Tasks tab isn't limited to your own work. Click Add view to build a shared view for the team: give it a Name, select a Collection and any Additional Filters, and set Task Visibility to Show all tasks rather than Show only my tasks. System admins also see an Unassigned view, listing tasks nobody has picked up yet - useful for spotting work that's fallen through the cracks.",{"id":3093,"title":3094,"titles":3095,"content":3096,"level":236},"/support/tasks/managing-tasks#_2-bulk-editing-tasks","2. Bulk editing tasks",[486],"To update several tasks at once from a task list:",{"id":3098,"title":3099,"titles":3100,"content":3101,"level":1175},"/support/tasks/managing-tasks#_1-select-the-tasks","1. Select the tasks",[486,3094],"Tick the checkbox next to each task, or select Select all from the selection toolbar. The toolbar shows  of {m} selected.",{"id":3103,"title":3104,"titles":3105,"content":3106,"level":1175},"/support/tasks/managing-tasks#_2-set-the-new-values","2. Set the new values",[486,3094],"Click Menu on the selection toolbar (or right-click the selection) and set a new Due date, Status, or Assignee for every selected task - or click Delete all to remove them.",{"id":3108,"title":3109,"titles":3110,"content":3111,"level":1175},"/support/tasks/managing-tasks#_3-confirm","3. Confirm",[486,3094],"Kinabase applies the change to every task you selected immediately. Click Unselect all, or press Esc, to clear your selection without making a change.",{"id":3113,"title":3114,"titles":3115,"content":3116,"level":236},"/support/tasks/managing-tasks#_3-reassigning-tasks-when-deactivating-a-colleague","3. Reassigning tasks when deactivating a colleague",[486],"When a colleague leaves or is deactivated, you can hand off their open tasks before their access is removed. You'll need to be a System admin to deactivate a colleague.",{"id":3118,"title":3119,"titles":3120,"content":3121,"level":1175},"/support/tasks/managing-tasks#_1-start-deactivating-the-colleague","1. Start deactivating the colleague",[486,3114],"In Settings → Organisation → Users, select the colleague and click Deactivate. Kinabase shows a summary of their open work under Choose who takes over their work.",{"id":3123,"title":3124,"titles":3125,"content":3126,"level":1175},"/support/tasks/managing-tasks#_2-reassign-their-tasks","2. Reassign their tasks",[486,3114],"For Tasks, select the colleague who should take over their open tasks, or leave them unassigned.",{"id":3128,"title":3109,"titles":3129,"content":3130,"level":1175},"/support/tasks/managing-tasks#_3-confirm-1",[486,3114],"Click Deactivate. Access is removed straight away, and the reassignment is recorded in the activity log. Reassigning tasks is permanent, even if you reactivate the colleague later.",{"id":3132,"title":3133,"titles":3134,"content":3135,"level":236},"/support/tasks/managing-tasks#_4-task-notifications","4. Task notifications",[486],"Kinabase can notify colleagues about the tasks they created or were assigned: Task Assigned, Task Due, Schedule Start Time, and completion notices for both the creator and the assignee. Each has its own priority, which you set in Settings → Account → Notifications. See Notifications to configure priorities and channels. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":492,"title":491,"titles":3137,"content":3138,"level":885},[],"Learn what activities are in Kinabase, and how to enable and configure them for a collection. An  is a logged occurrence against a  - a note, an email, a phone call, a meeting, or a change the system made itself. Together, a record's activities form a timeline you and your team can look back on to understand what's happened and why. Where a  looks forward to work that still needs doing, an activity looks backward - it's the history of what already happened. See Tasks.",{"id":3140,"title":3141,"titles":3142,"content":3143,"level":236},"/support/activities#_1-what-an-activity-is","1. What an activity is",[491],"Every collection with activities enabled starts with four built-in types: Note, Email, Phone Call, and Meeting. You can also add your own custom types - such as Inspection or Site Visit - to match your team's language. Some activities are logged automatically, such as a note recording that a field changed. Most are logged manually by you or a colleague, describing something that happened off-platform. Every activity appears on the record's activity feed, grouped by day, showing who logged it and when. Activities don't support threaded replies or @mentions - colleagues respond with an emoji reaction instead. See Using Activities.",{"id":3145,"title":3146,"titles":3147,"content":3148,"level":236},"/support/activities#_2-enabling-activities-for-a-collection","2. Enabling activities for a collection",[491],"Activities are a per-collection feature. You'll need Configure permission for this collection. If you're unsure, ask your System admin.",{"id":3150,"title":2074,"titles":3151,"content":2945,"level":1175},"/support/activities#_1-open-collection-configuration",[491,3146],{"id":3153,"title":3154,"titles":3155,"content":3156,"level":1175},"/support/activities#_2-go-to-the-activities-tab","2. Go to the Activities tab",[491,3146],"In the configuration panel, select the Activities tab.",{"id":3158,"title":3159,"titles":3160,"content":3161,"level":1175},"/support/activities#_3-turn-on-activities","3. Turn on activities",[491,3146],"Turn on Enable activities for this collection. Every record in the collection gains an Activities tab.",{"id":3163,"title":3164,"titles":3165,"content":3166,"level":236},"/support/activities#_3-adding-custom-activity-types","3. Adding custom activity types",[491],"Use the built-in types as they are, or tailor the list to your process.",{"id":3168,"title":3169,"titles":3170,"content":3171,"level":1175},"/support/activities#_1-open-activity-type-settings","1. Open activity type settings",[491,3164],"Open collection configuration and select the Activities tab.",{"id":3173,"title":3174,"titles":3175,"content":3176,"level":1175},"/support/activities#_2-add-a-type","2. Add a type",[491,3164],"Click Add Type, then set an icon, a colour, and a Label for the new type.",{"id":3178,"title":3179,"titles":3180,"content":3181,"level":1175},"/support/activities#_3-manage-existing-types","3. Manage existing types",[491,3164],"Click the ⋯ (options menu) next to any type to Enable or Disable it. Custom types can also be Edited or Deleted from this menu; built-in types cannot.",{"id":3183,"title":3184,"titles":3185,"content":3186,"level":236},"/support/activities#_4-showing-activities-on-related-records","4. Showing activities on related records",[491],"If a collection is linked to another - such as Contacts linked to Companies - you can have an activity logged on one show up on the other too, so nobody has to check two places for the latest update.",{"id":3188,"title":3189,"titles":3190,"content":3171,"level":1175},"/support/activities#_1-open-activity-configuration","1. Open activity configuration",[491,3184],{"id":3192,"title":3193,"titles":3194,"content":3195,"level":1175},"/support/activities#_2-turn-on-show-in-related-records","2. Turn on Show in related records",[491,3184],"Turn on Show in related records for the relational field you want to share activities across.",{"id":3197,"title":3198,"titles":3199,"content":3200,"level":1175},"/support/activities#_3-save-your-settings","3. Save your settings",[491,3184],"Confirm the change. Activities logged on this collection now also appear in the activity log of the linked record. This is especially useful for client communications, so everyone working with a related record has the latest discussion notes to hand.",{"id":3202,"title":3203,"titles":3204,"content":3205,"level":236},"/support/activities#_5-learn-more","5. Learn more",[491],"Log a note, email, call, or meeting against a record, and react to activities with an emoji. View a record's activity timeline, or browse every activity across Kinabase from your Dashboard. Forward an email to log it as an activity automatically, without leaving your inbox. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":498,"title":497,"titles":3207,"content":3208,"level":885},[],"Learn how to log activities against a record, follow the activity feed, and react to updates from your team. let you and your team log important actions - notes, emails, phone calls, and meetings - against individual . This builds a clear, chronological history for each record, so anyone who opens it can see what's happened and why. This guide assumes activities are already enabled for the collection. If you don't see an Activities tab on a record, see Activities.",{"id":3210,"title":3211,"titles":3212,"content":235,"level":236},"/support/activities/using-activities#_1-logging-an-activity","1. Logging an activity",[497],{"id":3214,"title":2648,"titles":3215,"content":3216,"level":1175},"/support/activities/using-activities#_1-open-a-record",[497,3211],"Navigate to the collection and select the record you want to update, then click its Activities tab.",{"id":3218,"title":3219,"titles":3220,"content":3221,"level":1175},"/support/activities/using-activities#_2-start-a-new-activity","2. Start a new activity",[497,3211],"Click + Add and select a type - Note, Email, Phone Call, Meeting, or any custom type your organisation has added.",{"id":3223,"title":3224,"titles":3225,"content":3226,"level":1175},"/support/activities/using-activities#_3-enter-the-details","3. Enter the details",[497,3211],"Write the activity's Content. By default the Change date is set to now - click it to select a specific date and time, or a quick option like 1 hour ago.",{"id":3228,"title":3229,"titles":3230,"content":3231,"level":1175},"/support/activities/using-activities#_4-optional-add-a-follow-up-task","4. Optional: add a follow-up task",[497,3211],"Click Add follow-up task... if the activity needs action, or turn on Add another? to log a second activity straight after.",{"id":3233,"title":1379,"titles":3234,"content":3235,"level":1175},"/support/activities/using-activities#_5-save",[497,3211],"Click Add to log the activity.",{"id":3237,"title":3238,"titles":3239,"content":3240,"level":236},"/support/activities/using-activities#_2-logging-an-activity-from-the-collection-list","2. Logging an activity from the collection list",[497],"You can log an activity against one or more records without opening each one individually. This works from the main collection list and from any linked collection shown on a record.",{"id":3242,"title":2999,"titles":3243,"content":3244,"level":1175},"/support/activities/using-activities#_1-select-the-records",[497,3238],"Right-click a single record, or tick several and right-click the selection. Up to 20 records can be selected at once.",{"id":3246,"title":3004,"titles":3247,"content":3248,"level":1175},"/support/activities/using-activities#_2-select-add-related",[497,3238],"From the context menu, hover over Add related and select Add activity.",{"id":3250,"title":3224,"titles":3251,"content":3252,"level":1175},"/support/activities/using-activities#_3-enter-the-details-1",[497,3238],"Select the activity type and fill in the content and date, then save. The new activity is linked to every record you selected. Add related only appears for collections that have activities enabled.",{"id":3254,"title":3255,"titles":3256,"content":3257,"level":236},"/support/activities/using-activities#_3-logging-an-activity-by-voice","3. Logging an activity by voice",[497],"Instead of typing, dictate an activity and let Kinabase tidy your words into the Content field for you - useful when you're on the move or want to capture a call the moment it ends.",{"id":3259,"title":3260,"titles":3261,"content":3262,"level":1175},"/support/activities/using-activities#_1-start-a-new-activity","1. Start a new activity",[497,3255],"Open a record, go to the Activities tab, and click + Add.",{"id":3264,"title":3265,"titles":3266,"content":3267,"level":1175},"/support/activities/using-activities#_2-start-recording","2. Start recording",[497,3255],"Click the microphone button in the modal. A \"Listening...\" banner shows your words as you speak.",{"id":3269,"title":3270,"titles":3271,"content":3272,"level":1175},"/support/activities/using-activities#_3-speak-naturally","3. Speak naturally",[497,3255],"Describe your note, call, or meeting, then click Stop - or click the cross to discard the recording.",{"id":3274,"title":3275,"titles":3276,"content":3277,"level":1175},"/support/activities/using-activities#_4-review-the-result","4. Review the result",[497,3255],"Kinabase cleans up the transcript - tidying filler words, punctuation, and casing without changing your meaning - and places it in the Content field. It can also suggest follow-up tasks based on what you said.",{"id":3279,"title":1379,"titles":3280,"content":3281,"level":1175},"/support/activities/using-activities#_5-save-1",[497,3255],"Review the text, accept or dismiss any suggested tasks, and click Add as normal. Voice input needs a supported device or browser. The microphone button only appears when these conditions are met.",{"id":3283,"title":3284,"titles":3285,"content":235,"level":236},"/support/activities/using-activities#_4-editing-an-activity","4. Editing an activity",[497],{"id":3287,"title":2845,"titles":3288,"content":3289,"level":1175},"/support/activities/using-activities#_1-open-the-record",[497,3284],"Navigate to the record with the activity you want to update.",{"id":3291,"title":3292,"titles":3293,"content":3294,"level":1175},"/support/activities/using-activities#_2-find-the-activity","2. Find the activity",[497,3284],"Click its Activities tab to view the feed.",{"id":3296,"title":3297,"titles":3298,"content":3299,"level":1175},"/support/activities/using-activities#_3-edit-or-delete","3. Edit or delete",[497,3284],"Click the ⋯ (options menu) next to the activity and select Show details to view it in full, Edit to change it, or Delete to remove it.",{"id":3301,"title":3302,"titles":3303,"content":3304,"level":1175},"/support/activities/using-activities#_4-save-changes","4. Save changes",[497,3284],"Click Save to confirm your edits. Edited activities are marked (edited) in the feed.",{"id":3306,"title":3307,"titles":3308,"content":3309,"level":236},"/support/activities/using-activities#_5-the-activity-feed","5. The activity feed",[497],"Each record's Activities tab shows a feed of everything logged against it, grouped by day and showing who logged each entry. Click Expand on a long entry to read it in full, or Close to collapse it again. Use the search icon in the toolbar to find a specific entry. Every collection also has a Dashboard-wide view - see Activity Logs for browsing activities across records.",{"id":3311,"title":3312,"titles":3313,"content":3314,"level":236},"/support/activities/using-activities#_6-email-activities","6. Email activities",[497],"Forwarding an email logs it automatically as an activity - no manual entry needed. Click the envelope icon in the Activities toolbar to find the record's forwarding address, and forwarded emails show their From, To, and Cc details. Emails that came from Outlook also offer Open in Outlook. See Email Forwarding for how to set this up.",{"id":3316,"title":3317,"titles":3318,"content":3319,"level":236},"/support/activities/using-activities#_7-ai-suggested-tasks-from-an-activity","7. AI-suggested tasks from an activity",[497],"Available on all plans except Starter. When you log an activity, click Suggest Tasks below the content field and Kinabase proposes follow-up tasks based on what you wrote. See Using Tasks for accepting and managing suggested tasks.",{"id":3321,"title":3322,"titles":3323,"content":3324,"level":236},"/support/activities/using-activities#_8-reacting-to-activities","8. Reacting to activities",[497],"You can react to any activity with an emoji to acknowledge it or show agreement, without adding a reply to the timeline. Kinabase doesn't have threaded comments or @mentions - reactions are the only way to respond directly to an activity.",{"id":3326,"title":3327,"titles":3328,"content":3329,"level":1175},"/support/activities/using-activities#_1-hover-over-the-activity","1. Hover over the activity",[497,3322],"In the Activities tab, hover over the entry you want to react to.",{"id":3331,"title":3332,"titles":3333,"content":3334,"level":1175},"/support/activities/using-activities#_2-add-a-reaction","2. Add a reaction",[497,3322],"Click the smiley face icon that appears, then select an emoji: 👍 Thumbs up, ❤️ Heart, 🎉 Party popper, 👀 Eyes, 🙏 Thank you, or ✅ Check mark.",{"id":3336,"title":3337,"titles":3338,"content":3339,"level":1175},"/support/activities/using-activities#_3-remove-a-reaction","3. Remove a reaction",[497,3322],"Click your existing reaction again to remove it. Reactions appear below the activity showing each emoji and how many people used it; hover over one to see exactly who reacted. Reacting to someone's activity notifies them. To adjust this, go to Settings → Account → Notifications and set the priority for Activity Reaction. See Notifications. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":502,"title":501,"titles":3341,"content":3342,"level":885},[],"Learn how to view a record's activity log, search it, and browse activities across your whole workspace from the Dashboard. Once  are turned on for a collection, every record gets its own activity log - a timeline of events and actions, grouped by date. Kinabase also keeps an overarching log that collates activities across your whole workspace.",{"id":3344,"title":3345,"titles":3346,"content":235,"level":236},"/support/activities/activity-logs#_1-viewing-a-records-activity-log","1. Viewing a record's activity log",[501],{"id":3348,"title":3349,"titles":3350,"content":3351,"level":1175},"/support/activities/activity-logs#_1-find-the-record","1. Find the record",[501,3345],"Navigate to your collection using the sidebar, then click the record you're interested in.",{"id":3353,"title":3354,"titles":3355,"content":3356,"level":1175},"/support/activities/activity-logs#_2-open-the-activities-tab","2. Open the Activities tab",[501,3345],"In the record details panel, click the Activities tab underneath the record title.",{"id":3358,"title":3359,"titles":3360,"content":3361,"level":1175},"/support/activities/activity-logs#_3-view-add-or-search","3. View, add, or search",[501,3345],"Click + Add to log a new activity, click the envelope icon to log an activity from an email (see Email Forwarding), or click the magnifying glass to search the log for a specific entry.",{"id":3363,"title":3364,"titles":3365,"content":235,"level":236},"/support/activities/activity-logs#_2-browsing-activities-across-kinabase","2. Browsing activities across Kinabase",[501],{"id":3367,"title":3368,"titles":3369,"content":3370,"level":1175},"/support/activities/activity-logs#_1-open-your-dashboard","1. Open your Dashboard",[501,3364],"Click Dashboard at the top of the sidebar.",{"id":3372,"title":3354,"titles":3373,"content":3374,"level":1175},"/support/activities/activity-logs#_2-open-the-activities-tab-1",[501,3364],"Click the Activities tab at the top of the Dashboard.",{"id":3376,"title":3377,"titles":3378,"content":3379,"level":1175},"/support/activities/activity-logs#_3-select-what-to-view","3. Select what to view",[501,3364],"Click All Activities to see every activity across Kinabase, or select a specific collection from the sidebar to see only its activities. An activity log isn't just useful day to day - it's also a record you can lean on for root-cause analysis or auditing, since every change and interaction is timestamped and attributed. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":507,"title":506,"titles":3381,"content":3382,"level":885},[],"Learn how the Calendar shows your tasks and their scheduled dates, and how to plan your time with the Task Sidebar. Your Kinabase Calendar lays out your  by their due dates and any time you've scheduled to work on them - so you can see your workload at a glance and plan around it.",{"id":3384,"title":3385,"titles":3386,"content":3387,"level":236},"/support/calendar#_1-what-the-calendar-shows","1. What the Calendar shows",[506],"The Calendar is entirely built from your tasks - there's no separate meeting or event type to create. Every task can appear in two ways: Due dates - shown as Due: {task name}, in red, on the day the task is due.Scheduled blocks - shown in blue, for the specific time you've set aside to work on a task. This is separate from its due date, so you can plan time for a task well ahead of when it's actually due. Kinabase's Calendar does not sync with Microsoft 365, Google Calendar, or any other external calendar, and there's no subscription feed to add it to one. If you need to send someone a calendar invite, see Calendar invites below.",{"id":3389,"title":3390,"titles":3391,"content":235,"level":236},"/support/calendar#_2-navigating-the-calendar","2. Navigating the Calendar",[506],{"id":3393,"title":3394,"titles":3395,"content":3396,"level":1175},"/support/calendar#_1-open-the-calendar","1. Open the Calendar",[506,3390],"Click Calendar in the sidebar, just below your Dashboard.",{"id":3398,"title":3399,"titles":3400,"content":3401,"level":1175},"/support/calendar#_2-select-a-view","2. Select a view",[506,3390],"Use the calendar icon at the top to switch between Day, Week, and Month view. Week view is the default, starts on Monday, and shows a line marking the current time.",{"id":3403,"title":3404,"titles":3405,"content":3406,"level":1175},"/support/calendar#_3-move-through-time","3. Move through time",[506,3390],"Use the arrows at the top to step forward or back a day, week, or month at a time.",{"id":3408,"title":3409,"titles":3410,"content":3411,"level":1175},"/support/calendar#_4-show-or-hide-completed-tasks","4. Show or hide completed tasks",[506,3390],"Use the tick-box icon to toggle completed tasks on or off.",{"id":3413,"title":3414,"titles":3415,"content":3416,"level":236},"/support/calendar#_3-the-task-sidebar","3. The Task Sidebar",[506],"The Task Sidebar lists your tasks alongside the calendar, with the prompt Click and drag to schedule your tasks. By default it shows the tasks assigned to you; use the dropdown at the top to switch to a different view, and Group to cluster the list by Scheduled, Collection, Record, Due Date, or Status.",{"id":3418,"title":3419,"titles":3420,"content":3421,"level":1175},"/support/calendar#_1-schedule-a-task","1. Schedule a task",[506,3414],"Click and hold a task in the Task Sidebar, then drag it onto a day or time slot in the calendar to schedule it.",{"id":3423,"title":3424,"titles":3425,"content":3426,"level":1175},"/support/calendar#_2-adjust-its-duration","2. Adjust its duration",[506,3414],"In Day or Week view, grab the edge of a scheduled block and drag to change its start or end time.",{"id":3428,"title":3429,"titles":3430,"content":3431,"level":236},"/support/calendar#_4-working-with-a-task-from-the-calendar","4. Working with a task from the Calendar",[506],"Click a task - either in the Task Sidebar or as a block on the calendar - to open it. From there you can update its title and description, change its Status, set its Due date, and add or remove Assignees, just as you would from the record's Tasks tab. See Using Tasks. The task's schedule is shown here for reference, but you set it by dragging the task on the calendar itself.",{"id":3433,"title":3434,"titles":3435,"content":3436,"level":236},"/support/calendar#_5-calendar-invites","5. Calendar invites",[506],"Kinabase doesn't create meeting-event records or send calendar invites directly. The only way to send someone a calendar invite is to attach one to an outbound email, using the Send a calendar invite step in an automation. See Automation Steps and Outbound Emails.",{"id":3438,"title":3439,"titles":3440,"content":3441,"level":236},"/support/calendar#_6-learn-more","6. Learn more",[506],"Create tasks, set due dates, and assign colleagues. Oversee your team's tasks and reassign work when a colleague leaves. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":521,"title":520,"titles":3443,"content":3444,"level":885},[],"Learn how to share Kinabase forms through public links, portals and approved website embeds while controlling access and responses. can be shared by link, through Kinabase portal or company website so people can submit information without signing in. Use shareable forms when customers, suppliers, applicants, partners or field teams need to send information straight into your collections. Shareable forms are managed from the form editor. You can publish a Kinabase link, use a portal domain as the Link address, add the form to portal navigation, or allow specific websites to embed it. Create a link that opens the form for anyone who has the URL. Pause responses, require email verification, set a close date, or limit total responses. Allow only the domains you add under Embed on a website to show the form. Add a shareable form as a standalone Form item in Portal Structure.",{"id":3446,"title":3447,"titles":3448,"content":3449,"level":236},"/support/forms/shareable-forms#before-you-start","Before you start",[520],"You need Administrator permissions to create and manage share links. The form must be saved with From a link or portal selected under How users open this form. If the form still opens From a record page, the Sharing tab explains that you need to switch it in the Form tab first.",{"id":3451,"title":3452,"titles":3453,"content":3454,"level":236},"/support/forms/shareable-forms#create-a-share-link","Create a share link",[520],"Open Settings > Forms.Open the form you want to share.In the Form tab, find How users open this form.Set Open from to From a link or portal.Save the form.Open the Sharing tab.Click Create share link.If Link address appears, choose Kinabase link or one of your portals.Copy the Share link or use Open the form as visitors will see it to preview it. Use Reset link when you need to create a fresh link and disable the current one immediately.",{"id":3456,"title":3457,"titles":3458,"content":3459,"level":236},"/support/forms/shareable-forms#manage-response-settings","Manage response settings",[520],"Use the Responses section in the Sharing tab to control whether visitors can submit the form. Pause responses stops new submissions. Use Resume responses when you are ready to collect again.Require email verification asks submitters to confirm their email address with a code before submitting.Stop accepting responses on closes the form after the selected date.Limit total responses closes the form when the response cap is reached. Save the form after changing sharing settings.",{"id":3461,"title":3462,"titles":3463,"content":3464,"level":236},"/support/forms/shareable-forms#embed-a-form-on-a-website","Embed a form on a website",[520],"Use the Delivery section when you want to embed the form on your own website. Enter one or more domains in Embed on a website, such as example.com or forms.example.com.Check the Embed code preview.Click Copy next to the embed code.Save the form. Embedding is prevented when Embed on a website is blank. The Copy button for embed code stays disabled until at least one allowed domain is added. Use After they submit if visitors should be redirected to your own thank-you page. Leave it blank to use the built-in thank-you page.",{"id":3466,"title":3467,"titles":3468,"content":3469,"level":236},"/support/forms/shareable-forms#add-a-shareable-form-to-a-portal","Add a shareable form to a portal",[520],"A shareable form can appear as a standalone portal navigation item. Open Settings > Portals.Open the portal you want to edit.Go to Structure.Add an Item and set Item Type to Form.Choose the shareable form in Form.Configure access conditions if only some portal users should see it.Save the portal. Only saved, enabled forms that use From a link or portal appear in the Form picker.",{"id":3471,"title":3472,"titles":3473,"content":3474,"level":236},"/support/forms/shareable-forms#what-visitors-can-see","What visitors can see",[520],"Public forms use your organisation's branding and can show multi-page layouts, descriptions, and confirmation pages. Some form content is hidden from the public version: Field types that are not supported on shared forms are hidden.Record fields are hidden when their options depend on the current record, related records or the current user.Record fields that are visible to visitors show record display values only. The What visitors can see panel in the Sharing tab lists visible Record fields and hidden fields before you publish the form. Read our Forms guide for form builder basics, or Portals guide for portal structure and access settings.",{"id":529,"title":528,"titles":3476,"content":3477,"level":885},[],"Understand what a workflow is in Kinabase, when to use one, and how stages track a record's progress through a process. A  is the set of  a  moves through from start to finish. Turn one on for a  and every record gains a current stage - shown as a coloured badge - so you can see at a glance where each one has got to. Think of a sales pipeline: a deal starts at Lead, then moves to Qualified, Proposal Sent, and finally Won or Lost. Or a job lifecycle: Booked → In Progress → Awaiting Sign-off → Complete. The workflow is that ordered set of stages; each record sits at exactly one of them at a time. Records move between stages using Actions - labelled buttons such as Approve or Send to Production that you configure on the workflow. An action can do more than change the badge: it can ask for extra information, require a signature, and set off an .",{"id":3479,"title":3480,"titles":3481,"content":3482,"level":236},"/support/workflows#_1-when-to-use-a-workflow","1. When to use a workflow",[528],"A workflow suits any collection whose records follow a repeatable process with distinct phases.",{"id":3484,"title":3485,"titles":3486,"content":3487,"level":1175},"/support/workflows#use-one-when-records-have-a-lifecycle","Use one when records have a lifecycle",[528,3480],"If a record is naturally \"in progress\" - an order being fulfilled, an application being reviewed, a candidate being interviewed - the phases of that process are your stages.",{"id":3489,"title":3490,"titles":3491,"content":3492,"level":1175},"/support/workflows#use-one-to-control-who-does-what","Use one to control who does what",[528,3480],"Because each action can be limited to specific , workflows are a natural fit for approvals and hand-offs. Only a manager can click Approve; only the finance team can click Mark as Paid.",{"id":3494,"title":3495,"titles":3496,"content":3497,"level":1175},"/support/workflows#use-one-to-keep-data-complete","Use one to keep data complete",[528,3480],"An action can require fields to be filled in before a record advances - a reason for rejection, a delivery date, a signature - so no record moves forward with information missing. If a task is a one-off, sits outside the record's main lifecycle, or spans several collections, a Form is often a better fit than a stage. See Forms.",{"id":3499,"title":3500,"titles":3501,"content":3502,"level":236},"/support/workflows#_2-how-stages-appear-to-your-team","2. How stages appear to your team",[528],"Once a workflow is enabled, the current stage shows as a coloured badge on the record and as a column in your tables and lists. On a record's Details tab, the available actions appear as buttons beside the stage badge. Clicking one opens a short confirmation - and, where you have configured it, prompts for the extra fields or signatures that action requires. A record's full stage history is kept in its sidebar. In a collection's list, you can select Group by → Stage to cluster records under their current stage. Kinabase does not have a board or kanban view. Grouping by stage gives you a stage-by-stage breakdown within the Table and Side by side views. See Views.",{"id":3504,"title":2963,"titles":3505,"content":3506,"level":236},"/support/workflows#_3-learn-more",[528],"Everything above is configured per collection. These guides take you further: Enable a workflow on a collection, define its stages and actions, and set per-stage permissions. Use the Stage Change trigger to run follow-up actions automatically whenever a record changes stage. Collect structured input for one-off or cross-collection actions that sit outside a record's stages. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":535,"title":534,"titles":3508,"content":3509,"level":885},[],"Turn on a workflow for a collection, add stages, create the actions that move records between them, and set per-stage permissions. This guide shows you how to build a  on a : enabling it, defining the  records pass through, and creating the Actions that move a record from one stage to the next. For what a workflow is and when to use one, start with Workflows. You'll need Configure permission for this collection. If you're unsure, ask your System admin.",{"id":3511,"title":3512,"titles":3513,"content":235,"level":236},"/support/workflows/configuring-workflows#_1-enable-the-workflow","1. Enable the workflow",[534],{"id":3515,"title":3516,"titles":3517,"content":3518,"level":1175},"/support/workflows/configuring-workflows#_1-open-the-collections-configuration","1. Open the collection's configuration",[534,3512],"In the sidebar, right-click the collection and select Configure (or open the collection and use the options menu (⋯) at the top-right). Open the Workflow pane, under Setup.",{"id":3520,"title":3521,"titles":3522,"content":3523,"level":1175},"/support/workflows/configuring-workflows#_2-turn-on-stages","2. Turn on stages",[534,3512],"Turn on Enable workflow stages for this collection. The Stages and Actions section appears, ready for you to build your process.",{"id":3525,"title":3526,"titles":3527,"content":3528,"level":236},"/support/workflows/configuring-workflows#_2-define-your-stages","2. Define your stages",[534],"Each stage is one phase of your process. Every collection starts with a single default stage, which you can rename.",{"id":3530,"title":3531,"titles":3532,"content":3533,"level":1175},"/support/workflows/configuring-workflows#_1-add-a-stage","1. Add a stage",[534,3526],"Click Add Stage and give it a clear, action-oriented name - for example Submitted, In Review, Approved, Paid.",{"id":3535,"title":3536,"titles":3537,"content":3538,"level":1175},"/support/workflows/configuring-workflows#_2-give-it-a-colour","2. Give it a colour",[534,3526],"Choose a colour for the stage. This is the badge colour shown on records and in lists, so pick colours that make progress easy to read at a glance.",{"id":3540,"title":3541,"titles":3542,"content":3543,"level":1175},"/support/workflows/configuring-workflows#_3-repeat-for-every-phase","3. Repeat for every phase",[534,3526],"Add a stage for each phase of your process. Records will always sit at exactly one stage. The first stage carries a Default badge - every new record starts here, and this stage cannot be deleted.",{"id":3545,"title":3546,"titles":3547,"content":3548,"level":236},"/support/workflows/configuring-workflows#_3-create-actions-to-move-records-between-stages","3. Create actions to move records between stages",[534],"An Action is the button a user clicks to move a record to another stage. Without actions, a record has no way to progress.",{"id":3550,"title":3551,"titles":3552,"content":3553,"level":1175},"/support/workflows/configuring-workflows#_1-add-an-action-to-a-stage","1. Add an action to a stage",[534,3546],"Within a stage, click to add an action and choose the target stage it moves records to.",{"id":3555,"title":3556,"titles":3557,"content":3558,"level":1175},"/support/workflows/configuring-workflows#_2-name-and-colour-it","2. Name and colour it",[534,3546],"On the General tab, set the action's Label (for example Approve, Reject, Send to Production) and its Colour. The label and colour are what users see on the button.",{"id":3560,"title":3561,"titles":3562,"content":3563,"level":1175},"/support/workflows/configuring-workflows#_3-add-more-actions-where-a-stage-can-branch","3. Add more actions where a stage can branch",[534,3546],"If a stage can progress in more than one direction, add an action for each route - for example an Approve action and a Request Revision action on the same In Review stage. Editing an action gives you tabs for the finer detail:General - the label, form title, colour, and whether the action opens a guided multi-page form.Permissions - who is allowed to perform this action (see section 5).Fields - the fields a user updates when performing the action, plus any additional fields captured only for this transition (these are logged as an activity).Lists - collection-list items (such as line items) a user can add while performing the action.Signatures - whether a signature is required before the action can complete, and from whom.Validation - rules that must pass first. A warning shows a message but still allows the change; an error blocks it.Notifications - whether a  is sent when the action runs, and to whom. This creates a Stage Change automation behind the scenes - see Automations.",{"id":3565,"title":3566,"titles":3567,"content":3568,"level":236},"/support/workflows/configuring-workflows#_4-how-a-stage-change-works-for-users","4. How a stage change works for users",[534],"When a user clicks an action on a record's Details tab, Kinabase opens a confirmation before anything changes. The confirmation asks the user to confirm the move (for example, \"Are you sure you want to change this record to Approved?\"). If the action requires extra fields, signatures, or list items, the user completes those here first. Where the action will set off automations, the confirmation previews how many will run. Actions are filtered by permission, so a user only sees the buttons they're allowed to use. When a stage has three or more available actions, they collapse into a Next Stage dropdown to keep the record tidy. Some transitions can be marked as irreversible; the confirmation then warns that the change cannot be undone.",{"id":3570,"title":3571,"titles":3572,"content":3573,"level":236},"/support/workflows/configuring-workflows#_5-set-per-stage-permissions","5. Set per-stage permissions",[534],"By default, who can view and edit a record does not depend on its stage. When you need that to change - for example, locking a record once it reaches Approved - use per-stage permissions. Permissions are configured in the collection's Permissions pane, under Security. You'll need Configure permission for the collection.",{"id":3575,"title":3576,"titles":3577,"content":3578,"level":1175},"/support/workflows/configuring-workflows#_1-open-the-permissions-pane","1. Open the Permissions pane",[534,3571],"In the collection's configuration, open Permissions. Alongside the Default tab you'll see one tab per stage.",{"id":3580,"title":3581,"titles":3582,"content":3583,"level":1175},"/support/workflows/configuring-workflows#_2-override-a-stage","2. Override a stage",[534,3571],"Open a stage's tab and turn on Custom permissions. The stage now uses the record permissions you set here instead of the Default ones, but only for records currently at that stage. For a full explanation of roles and permission levels, see Assign Roles and Permissions.",{"id":3585,"title":3586,"titles":3587,"content":3588,"level":236},"/support/workflows/configuring-workflows#_6-see-stages-on-records-and-in-views","6. See stages on records and in views",[534],"Once configured, the current stage shows as a coloured badge on each record and as a column in your tables. To review a collection stage by stage, open the list and select Group by → Stage. Records cluster under their current stage, giving you a stage-by-stage breakdown you can scan quickly. Grouping by stage is not a board or kanban view - Kinabase has no such view. It groups records within the Table and Side by side views. See Views. When a stage change needs several fields, list entries, or signatures, turn the action into a guided multi-page form so users complete it step by step.Edit the action and, on its General tab, turn on Use multi-page form, then open the form layout editor.Click Add Page and give each page a title and, optionally, an icon and instructions.On each page, assign the record fields, additional fields, and lists you want completed there. Fields must first be selected on the action's Fields tab before they appear here.Save the action. Any enabled field not yet placed on a page is flagged, and empty pages are removed automatically.When a user performs the action, the form opens as a pop-up with a sidebar listing every page. A validation summary flags issues across all pages with links straight to the field, and progress is saved automatically to the browser in case the page is refreshed. In a , the same form opens full-screen with a progress bar, optimised for mobile.",{"id":3590,"title":3591,"titles":3592,"content":3593,"level":236},"/support/workflows/configuring-workflows#_7-best-practices","7. Best practices",[534],"Define your core stages and actions first, then layer on validation, signatures and notifications as your process matures. Run a record through every stage to confirm each action, permission and validation rule behaves as you expect. Review action permissions regularly so only authorised colleagues can perform critical transitions such as approvals. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":540,"title":539,"titles":3595,"content":3596,"level":885},[],"Understand what automations are in Kinabase, how a trigger, conditions and steps fit together, and where to go to build one. An  does work for you: it watches for something to happen, then runs one or more actions in response. Instead of remembering to create a follow-up , send an email, or update a , you set the rule once and Kinabase does it every time. For example: when a new record is added to your Maintenance collection, then create a task for the on-call engineer. Or: when a deal changes  to Won, then send a  to the account owner and generate a PDF summary.",{"id":3598,"title":3599,"titles":3600,"content":3601,"level":236},"/support/automations#_1-the-anatomy-of-an-automation","1. The anatomy of an automation",[539],"Every automation is built from three parts. Understanding them makes the rest of this section straightforward.",{"id":3603,"title":3604,"titles":3605,"content":3606,"level":1175},"/support/automations#trigger-the-when","Trigger - the \"when\"",[539,3599],"The event that starts the automation. Every automation has exactly one trigger, such as a record being added, a field being updated, or a record changing stage. See Triggers.",{"id":3608,"title":3609,"titles":3610,"content":3611,"level":1175},"/support/automations#conditions-the-optional-filter","Conditions - the optional filter",[539,3599],"Rules that decide whether the automation actually runs for a given record - for example, only if Priority is High. Conditions refine a trigger so an automation runs only when it should.",{"id":3613,"title":3614,"titles":3615,"content":3616,"level":1175},"/support/automations#steps-the-then","Steps - the \"then\"",[539,3599],"The actions Kinabase performs, in order. An automation can run several steps in sequence: add a task, then send an email, then update the record. See Automation Steps. You build all three in one editor: When to trigger (\"Whenever…\") sets the trigger and conditions; What to do (\"Then…\") holds the steps.",{"id":3618,"title":3619,"titles":3620,"content":3621,"level":236},"/support/automations#_2-where-automations-live","2. Where automations live",[539],"Automations are managed centrally by your System admin under Settings → Operations → Automations. From there you create, edit, enable, disable, and review the run history of every automation in your organisation. See Managing Automations. The number of automations you can create depends on your plan. Some steps are also plan- or feature-dependent - each is flagged where it's described.",{"id":3623,"title":3624,"titles":3625,"content":3626,"level":236},"/support/automations#_3-explore-this-section","3. Explore this section",[539],"The six events that can start an automation, when to use each, and how to filter with conditions. Every action an automation can perform - from adding a task to sending an email or making an API call - with a worked example each. Find, edit and enable automations, read the run history and statuses, and troubleshoot when something doesn't fire.",{"id":3628,"title":3629,"titles":3630,"content":3631,"level":236},"/support/automations#_4-related-features","4. Related features",[539],"Automations underpin two other features you may already be using: Workflows run automations automatically on a stage change - see Workflows.Forms are an automation whose first step opens a form to collect input - see Forms. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":546,"title":545,"titles":3633,"content":3634,"level":885},[],"The six automation triggers in Kinabase - Record Added, Record Updated, Manual, Scheduled, Stage Change and Billing Health - with use cases and conditions. A trigger is the event that starts an . Every automation has exactly one, and it's the first thing you set when you build one. This guide covers all six triggers and how to filter them with conditions. For the actions that follow, see Automation Steps. Automations are created under Settings → Operations → Automations. You'll need to be a System admin. To set a trigger, open the automation editor and, under When to trigger, complete the Whenever… statement. 1. The six triggersRecord AddedRuns when a new  is created. Choose the  it applies to, or leave it applying to any collection.Use it to: create a welcome task when a new client is added, or notify a team when a support case arrives.Record UpdatedRuns when a record is edited. You can narrow it to a Specific Field so it only fires when that field changes.Use it to: email the account owner whenever a deal's Value field changes, or flag a record when its Status is edited.ManualRuns when a user right-clicks a record and selects the automation from the menu - so it fires only when someone chooses to run it. You can set the Action Appearance (its menu name and icon) and, under Require Confirmation, whether users see a preview before it runs.Use it to: let staff run an on-demand action such as \"Generate quote PDF\" or \"Copy record link\", exactly when they need it.ScheduledRuns relative to a date on each record. You pick a Date + Time field (or write a Due Date expression based on one), and the automation runs for each record when that moment arrives.Use it to: email a customer three days before their Renewal Date, or create a follow-up task on a record's Review Date.Kinabase has no cron-style schedule. The Scheduled trigger is always relative to a date field on each individual record, so different records run at different times.Stage ChangeRuns when a record moves between  stages. The collection must have a workflow. Set From and To stages (either can be Any Stage) to target a specific transition.Use it to: generate an invoice when a job reaches Complete, or notify a reviewer when a record enters Needs Review. See Workflows.Billing HealthRuns when a subscription's billing health changes - for example to Suspended, Needs review, or Failed.Use it to: raise an internal task when a customer's payment fails.Billing Health is a newer, limited trigger available only when subscription billing is enabled for your organisation. If you can't see it, contact our support team.2. Narrow a trigger with conditionsA trigger fires on every matching event. Conditions let you decide whether the automation actually runs for a given record - so a Record Updated trigger, for instance, only acts on high-priority records.1. Add a conditionUnder the trigger, use If a field value is… to start a condition, then pick a field, an operator, and a value - for example Priority is High.2. Combine conditionsAdd further conditions with And / Or to build precise rules, such as Priority is High and Company is Acme.For the Record Updated and Stage Change triggers, a record's previous values are available to your conditions as well as its new ones. This lets you trigger on a change of state rather than just a value - for example Previous Status is Pending and New Status is Approved. Combined with a Specific Field, you can react precisely to how a record changed, not just that it did.Conditions can't depend on who is signed in, because an automation may run without a logged-in user (for example, on a schedule or a bulk import).3. Branching within an automationBeyond trigger conditions, the steps of an automation can branch. Using If, Otherwise if, Otherwise and End, you can run different steps depending on a record's values - for example, send one email if an order is over £1,000 and a different one otherwise. You build these branches in the What to do section alongside your steps; see Automation Steps.Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":550,"title":549,"titles":3636,"content":3637,"level":885},[],"A catalogue of every automation step in Kinabase - tasks, notifications, emails, records, documents, API calls and more - with a worked example for each. A step is a single action an  performs once its trigger fires. An automation can run several steps in order, so one event can add a , send an email, and update a  in a single pass. This guide is a reference to all twelve steps, each with a worked example. For the events that start an automation, see Triggers. Automations are built under Settings → Operations → Automations. You'll need to be a System admin.",{"id":3639,"title":3640,"titles":3641,"content":3642,"level":236},"/support/automations/automation-steps#_1-adding-steps","1. Adding steps",[549],"In the automation editor, under What to do, click Add step and choose a step type. Add as many as you need - they run top to bottom. Most steps let you set field values from a fixed value, an expression, or a value copied from the record that triggered the automation. Some steps only appear in certain situations. Open a form and Copy to clipboard are available for Manual (right-click) automations only; Send an email needs outbound email configured; and a few steps depend on your plan or on an integration, as noted below.",{"id":3644,"title":3645,"titles":3646,"content":3647,"level":236},"/support/automations/automation-steps#_2-the-step-catalogue","2. The step catalogue",[549],"Creates and assigns a follow-up task, with an optional due date and one or more assignees.Configure it: enter the task name and any instructions, select the assignees, and set an optional due date.Example - When a support case is marked Escalated, then create a task for the on-call manager due in two hours. Sends an in-app  to selected colleagues, with an urgency of Urgent, High, Medium or Low.Configure it: choose the recipients, write the message, and set the urgency.Example - When an invoice becomes Overdue, then send a High-urgency notification to the finance team. Sends an email to chosen recipients using your organisation's outbound email settings.Configure it: choose recipients (record contacts, colleagues, or fixed addresses), then write the subject and content. Both can include record values through expressions - type $ to reference a field, for example Your order $ORDER_ID is ready.Example - When a booking is created, then email the customer a confirmation with their reference and date.Kinabase has no stored email-template library and no AI email drafting - email subject and content are written using expressions. This step needs outbound email set up first; see Outbound Emails. Sends a calendar invitation to chosen recipients, based on a date or Date Range field on the record.Configure it: choose the recipients, set the event title and description (expressions supported), and pick the field that supplies the date and time.Example - When a service is scheduled, then send the assigned engineer a calendar invite for the visit date. Adds a record in another collection - including a collection list - and fills its fields from the triggering context.Configure it: in In Collection, choose the target (collection lists show their parent, e.g. Customer - Orders). Map each field to a fixed value, an expression, or a value copied from the triggering record. When targeting a collection list, set the (Parent) field with Link to current record, Copy from context, or a fixed value. Kinabase blocks saving until required parent links are valid.Example - When a project is Approved, then create a kick-off record in its Milestones list, linked to the project.You can copy values straight from a parent record when populating fields. Read our Product Update for more. Changes fields on the same record that triggered the automation.Configure it: select the fields to update and set each new value as a fixed value, an expression, or a copied value.Example - When a quote is Accepted, then set Status to Won and Won Date to today.Where a Rating field has text labels, an update step can copy the label text (e.g. \"High\") into a text field rather than the raw number. Read our Product Update for more. Opens a form to collect input before the remaining steps run. This is the step every form is built on.Configure it: build the form's pages and fields in the form editor. See Creating Forms.Example - When a user runs Allocate Stock on an inventory record, then open a form asking for the quantity, before the later steps update stock levels.Open a form is available for Manual (right-click) automations only. Creates a PDF from a document template using the record's data, and optionally saves or emails it.Configure it: select the template and set an optional filename (use $ expressions for a dynamic name, e.g. $TITLE-$COMPANY). In Save file to, choose Don't save, Record folder, or a Specific field. You can also add email recipients to send the PDF on.Example - When a billing record reaches Ready to Send, then generate an invoice PDF and email it to the customer.This step needs Document Templates. If you can't see it, contact our support team to enable it for your organisation. See Document Templates. Creates a contact or item in Xero or QuickBooks and links it back to the Kinabase record. If the record is already linked, the step is skipped.Configure it: connect your accounting system and set up the synced fields on the collection first, then add the step and review the Preview panel, which shows exactly which fields will sync.Example - When a new supplier is created, then create a matching contact in Xero, ready for invoicing.Available on the Max plan with an active accounting integration; the step only appears once the collection has accounting fields configured. Read our Product Update for more. Copies text - built from record values using expressions - to the user's clipboard.Configure it: write the text to copy, referencing fields with $ expressions.Example - When a user runs Copy Address Block on a customer, then copy their full formatted address ready to paste elsewhere.Copy to clipboard is available for Manual (right-click) automations only. Sends a request to an external system so it can react to what happened in Kinabase. This step was previously called Webhook.Configure it: set the Method (GET, POST, PUT, PATCH, DELETE), the URL, any Headers, and the Content Type. For a JSON body, add rows typed Text, Number, True / False, or Raw JSON. Under Response Type, capture values from the reply - extracted values are available to later steps via the response. accessor.Example - When a new order is created, then POST the order details to your fulfilment platform, and use the returned tracking ID in a later step.This step depends on your plan and API access. If you can't see it, contact our support team to enable it for your organisation. See API. Invites, grants, or revokes  access for external portal user records.Configure it: confirm the collection is the user collection for an external portal, select the target portal, and choose Send invite, Grant access (no email), or Revoke access.Example - When a client record moves to Active, then send them a portal invite automatically.Needs an eligible external portal. If you can't see this, contact our support team to enable Portals for your organisation. See External Portals.",{"id":3649,"title":3650,"titles":3651,"content":3652,"level":236},"/support/automations/automation-steps#_3-working-across-linked-records","3. Working across linked records",[549],"By default every step acts on the record that triggered the automation. With record context switching you can make a step act on a linked record instead - and chain switches to move across collections. To switch, edit a step and click the collection-name button in its header, then Switch record. Choose a linked record (setting Selection Criteria such as Earliest or Latest where several exist) or return to an earlier record in the chain. When setting field values, you can copy from any record in the chain, from form inputs, or from an earlier API response. Example - a purchase order is approved → switch to the linked supplier to update their order count → switch back to send a confirmation email referencing both. Read our Product Update for more.",{"id":3654,"title":3655,"titles":3656,"content":3657,"level":236},"/support/automations/automation-steps#_4-branching-with-conditions","4. Branching with conditions",[549],"Steps don't have to run unconditionally. Using If, Otherwise if, Otherwise and End, you can run different steps depending on a record's values - for example, send one email if an order is over £1,000 and another otherwise. Add a condition from the What to do section, then place the relevant steps inside each branch. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":554,"title":553,"titles":3659,"content":3660,"level":885},[],"Where automations live in Kinabase, how to enable and disable them, and how to read run history and statuses to troubleshoot problems. Once you've built an , you manage it from one place: the Automations pane. This guide covers finding automations, turning them on and off, reading their run history, and working out why one didn't behave as expected. To build one, start with Triggers and Automation Steps. Automations are managed under Settings → Operations → Automations. You'll need to be a System admin.",{"id":3662,"title":3663,"titles":3664,"content":235,"level":236},"/support/automations/managing-automations#_1-find-your-automations","1. Find your automations",[553],{"id":3666,"title":3667,"titles":3668,"content":3669,"level":1175},"/support/automations/managing-automations#_1-open-the-automations-pane","1. Open the Automations pane",[553,3663],"Open Settings, and under Operations select Automations. Every automation in your organisation is listed here. 2. Add or open an automationClick Add Automation to create one, or use a row's options menu (⋯) for Edit, View History, Duplicate, Enable / Disable, and Delete.2. Enable and disableAn automation runs only while it's enabled. To pause one without losing its configuration, open its menu and select Disable; select Enable to switch it back on. Disabling is the safe way to stop an automation temporarily while you investigate or make changes.3. Read the run historyEvery time an automation fires, Kinabase records the outcome. Open an automation and select the History tab to see each run, along with statistics on how often it has succeeded or failed.Each run carries one of four statuses:StatusWhat it meansSuccessThe automation ran and all its steps completed.FilteredThe trigger fired, but the automation's conditions weren't met, so no steps ran.SkippedThe run was suppressed to prevent a loop - for example, an automation re-triggering itself.FailedA step could not complete. The record name and error message are shown so you can diagnose it.A Filtered result is usually expected behaviour, not a fault - it means your conditions are doing their job. A Failed result is the one to investigate.If an automation uses the Scheduled trigger, open its Scheduled tab to see how many runs are queued and when each record is next due to run. Because scheduling is relative to a date field on each record, different records appear at different times. See Triggers.4. Running an automation on many records at onceA Manual (right-click) automation can be run across a batch of records in one go.1. Select the recordsIn a collection, tick several records - or Shift-click to select a range.2. Run the automationRight-click and choose the automation. A preview shows how many records were selected, how many will run, and how many are filtered out by the automation's conditions.3. Review the resultsClick Run, then review the summary of how many records completed, failed, or were filtered. Any failures list the record name and error for easy troubleshooting.Running an automation across many records at once depends on your plan. If it's limited on your plan, Kinabase tells you when you try.By default a right-click automation shows a preview before it runs. For automations you run often and trust, open the automation's editor, find the Require Confirmation section, and untick Confirm before running. The automation then runs immediately when selected. This setting only appears for Manual triggers, and is ticked by default. Read our Product Update for more.5. Troubleshooting and testingWhen an automation doesn't do what you expect, work through these checks:Is it enabled?A disabled automation never runs. Confirm its status in the Automations list.Did the trigger actually fire?Check the History tab. If there's no entry, the trigger event didn't occur - for example, a Specific Field on a Record Updated trigger wasn't the field that changed.Was the run Filtered?A Filtered status means the conditions excluded the record. Re-read your conditions against the record's values.Did a step Fail?Open the failed run to read the error and the record it affected. Common causes are a missing required value, a step that needs an integration that isn't connected, or an external system rejecting an API call.Test on a single record first. Create or edit one record that should trigger the automation, then check the History tab to confirm each step ran as intended before relying on it at scale.Importing records?When you import records from a CSV file, Kinabase warns you before starting if any automations will not run for the imported records - the import screen lists them under \"For this import, these automations will be skipped\". If you need those automations to apply, run them manually afterwards using a Manual trigger, or update the affected records to fire their triggers.In the automation editor, a bolt icon appears beside the Description field once the automation has a valid trigger and no configuration errors. Click it and Kinabase writes a concise summary of the trigger, steps, field assignments and conditions - so anyone on your team can understand what the automation does without reading every step. You can edit, regenerate, or replace the text at any time. Read our Product Update for more.6. Best practicesBegin with a few clear automations. Overcomplicating from the outset makes problems hard to trace.A descriptive name - \"Notify finance on new invoices\" - tells your team what an automation does at a glance.Check run history periodically so failures are caught early rather than discovered by their absence.Let a Stage Change trigger handle the follow-up work whenever a record advances through its workflow.Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":515,"title":513,"titles":3671,"content":3672,"level":885},[],"Understand what forms are in Kinabase, how they differ from workflows and automations, and when to reach for one. give your team a tidy interface to enter information - and then act on it automatically. A warehouse worker clicks Allocate Stock, enters a quantity, and the form updates the right records; a manager clicks Approve Expense, confirms a budget code, and the approval is logged automatically. Under the bonnet, a form is an  - specifically, one whose first step is Open a form. The form collects the input; the automation's remaining steps do the work, using the values the user entered. That's why forms and automations share the same editor and the same set of actions.",{"id":3674,"title":3675,"titles":3676,"content":3677,"level":236},"/support/forms#_1-when-to-use-a-form","1. When to use a form",[513],"Forms shine for actions that need input from a user but don't belong to a record's main lifecycle.",{"id":3679,"title":3680,"titles":3681,"content":3682,"level":1175},"/support/forms#one-off-or-ad-hoc-actions","One-off or ad-hoc actions",[513,3675],"Something you do occasionally and don't need to track as a stage - logging a quick decision, capturing a reading, kicking off a side process.",{"id":3684,"title":3685,"titles":3686,"content":3687,"level":1175},"/support/forms#cross-collection-actions","Cross-collection actions",[513,3675],"An action that touches more than one  - allocating stock from an Inventory record to a Job, for instance.",{"id":3689,"title":3690,"titles":3691,"content":3692,"level":1175},"/support/forms#actions-that-split-or-branch","Actions that split or branch",[513,3675],"When one record needs to spawn several others, or one decision needs to fan out into multiple updates.",{"id":3694,"title":3695,"titles":3696,"content":3697,"level":236},"/support/forms#_2-forms-workflows-and-automations","2. Forms, workflows and automations",[513],"These three features overlap, so it helps to know which to reach for. FeatureReach for it when…WorkflowA record follows a lifecycle of ordered stages, and you want a badge, history and stage-based control. See Workflows.AutomationSomething should happen automatically in response to an event, with no user input needed. See Automations.FormYou need a user to supply information at the moment of action - especially for one-off, stage-independent or cross-collection work. In short: a workflow tracks where a record is; an automation reacts without asking; a form asks, then acts.",{"id":3699,"title":3700,"titles":3701,"content":3702,"level":236},"/support/forms#_3-how-users-reach-a-form","3. How users reach a form",[513],"A form appears as a button on a record's right-click menu, wherever you've configured it to show. A user right-clicks a record, selects the button, fills in the form, and submits - at which point the automation's steps run. Every submission is recorded in the automation's run history, just like any other automation. Because a form is an automation triggered by right-clicking, it always runs from a record's context menu inside Kinabase.",{"id":3704,"title":3705,"titles":3706,"content":3707,"level":236},"/support/forms#_4-public-and-external-forms","4. Public and external forms",[513],"To collect input from people outside your organisation, forms are delivered through a  - there's no per-form \"make public\" switch. You attach the form to a portal, and external users complete it there. See External Portals.",{"id":3709,"title":3710,"titles":3711,"content":3712,"level":236},"/support/forms#_5-build-your-first-form","5. Build your first form",[513],"Build a form step by step - pages, fields, validation and the actions that run on submission. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":525,"title":524,"titles":3714,"content":3715,"level":885},[],"Step-by-step guide to building a form in Kinabase - pages and fields, validation, where the button appears, and the actions that run on submission. This guide walks you through building a form: where it lives, how to add fields and pages, how validation behaves, and how to define the actions that run when a user submits. For what forms are and when to use one, start with Forms. are built under Settings → Operations → Forms. You'll need to be a System admin. Because a form is an  whose first step opens a form, its editor mirrors the automation editor. 1. Create the form1. Open the Forms paneOpen Settings, and under Operations select Forms.2. Add a formClick Add Form to open the form editor. Give it a clear Name (for example Stock Allocation) and, optionally, a Description so your team knows exactly what it does.2. Decide where the button appearsA form shows as a button on a record's right-click menu. You control which records show it.1. Choose the collectionSet the  the form applies to, or choose All Collections.2. Name the buttonGive the button a descriptive name and icon - this is what users click, so make the action obvious (for example Allocate Stock).3. Limit when it shows (optional)Add conditions so the button only appears when it's relevant - for example, only on records at a certain  stage, or only for users with a given .3. Add pages and fieldsA form is made of one or more pages. Each page has a main body, where the user enters data, and a sidebar for supporting information.1. Title the pageGive the first page a title, such as Allocation Details. Titles help users find their place in longer forms.2. Add body itemsIn the main body, add the items the user interacts with:Field - an input that captures a value. This can include selecting records from other collections.Text - static, formatted text for instructions or context.3. Add sidebar items (optional)Use the sidebar for read-only support: static Text, Image(s), or a Results Block that shows calculated values (built from Computed fields) so users can see the consequences of their input before they submit.A Results Block with a Computed field is a great way to confirm what a user is about to do - for example: \"You are allocating 5 of Product B, costing £120. Confirm to proceed.\"To include a field's value in computed text, reference it with $FIELD_NAME - the field name in capitals with underscores between words, so a field called Quantity is $QUANTITY. Reference the field directly by its own name (use $NAME, not $COMPONENT.NAME); to reach a field on a linked record, chain names with a dot, e.g. $COMPANY.NAME. See Computed Fields.4. Set validationValidation keeps submissions clean - for example, stopping someone allocating more stock than exists.Edit a field and open its Validation tab to set whether the field is Required, whether a number must be a whole number, and any minimum and maximum values (each with its own message).For limits that depend on other fields, switch the min or max to formula mode and reference a field - for example, cap an allocation at $QUANTITY_IN_STOCK. Issues can be a warning (shown, but the user may continue) or an error (which blocks submission).5. Add more pages and a thank-you pageFor anything complex, split the form across pages so users aren't faced with a wall of fields.Under the first page, click Add Page.Give the new page a title, then add its body and sidebar items as before.Repeat for each section of your process.A post-submission page is shown after a user submits - ideal for confirming what happened and pointing to next steps.In the form editor, turn on the post-submission page.Set its icon and title (for example Stock Allocated).Add a description, and optionally results blocks showing the final calculated values.6. Define what happens on submissionThe fields collect data; the actions decide what to do with it. This is where a form behaves exactly like an automation.1. Add an actionUnder What to do, click Add step and choose an action type. Forms can use most automation steps - Add a task, Send a notification, Send an email, Create a new record, Update the current record, Generate PDF document, Copy to clipboard, and Make an API call.2. Use the submitted valuesMap the action's fields to the values the user entered, along with record and expression values, just as in any automation.3. Chain actionsAdd further steps to run in sequence - for example, update the record, then send a notification, then create a task.For the full catalogue of what each step does, see Automation Steps.7. Share a form externallyA form runs from a record's right-click menu inside Kinabase. To let people outside your organisation complete a form, attach it to a  - there's no per-form public toggle. See External Portals.8. Best practicesCapture the fields you truly need first, then add pages, results blocks and validation as your process matures.Run a record through the form to check every page looks right and the resulting actions behave as expected.Confirm the button only appears - and the form only runs - for the records and people you intend.Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":559,"title":563,"titles":3717,"content":3718,"level":885},[],"An overview of the Kinabase Dashboard, reports, widgets, and report levels, with links to build your own charts. Your  is the page you land on when you sign in - a personalised home for your day-to-day work and the s that track what matters to your team. A report is a page of s and shortcuts you build yourself, using live data from your collections. Keep one for your own use, or share one with the whole team.",{"id":3720,"title":3721,"titles":3722,"content":3723,"level":236},"/support/reporting#_1-the-dashboard-page","1. The Dashboard page",[563],"The Dashboard has four tabs: Home - your day at a glance: tasks due today, Quick Add shortcuts for creating records fast, and what's new in Kinabase.Tasks - every  assigned to you or your team.Activities - a live feed of notes, emails, and record updates across your organisation.Reports - the reports you and your team have built. See below. The Reports tab only shows if your role has permission to view dashboard reports. If it's missing, ask your System admin - they can grant access under Settings → Organisation → Dashboard.",{"id":3725,"title":3726,"titles":3727,"content":3728,"level":236},"/support/reporting#_2-reports-widgets-and-report-levels","2. Reports, widgets, and report levels",[563],"A report is a named page you fill with s - either a Chart widget showing data from a collection, or a Quick Add widget that shortcuts record creation. See Creating reports. Reports are grouped into two categories: Shared Reports - visible to everyone with access, or restricted to specific roles.Personal Reports - visible only to you. Kinabase builds reports at three levels, depending on where you need the insight: Dashboard - the Reports tab described above, for organisation-wide reporting.Collection - charts scoped to one collection, opened from its Reports button. See Creating charts.Record - charts scoped to a single record, shown on its Reports tab. See Record reports.",{"id":3730,"title":3624,"titles":3731,"content":3732,"level":236},"/support/reporting#_3-explore-this-section",[563],"Build a report and add Chart and Quick Add widgets to your dashboard. Build Line, Bar, Pie, Scatter and Bubble charts, choose an aggregation, or let AI suggest one for you. Chart how a single record's fields change over time. Automatic, always-on history for eligible fields, charted on every record. The audit trail of security and system events across your workspace.",{"id":3734,"title":3735,"titles":3736,"content":3737,"level":236},"/support/reporting#_4-explore-your-data-visually","4. Explore your data visually",[563],"Beyond charts and reports, Kinabase's s - Mind Map, Bubble Chart, Map, Record Roulette, Word Cloud, and Leaderboard - let you explore a collection's records without building a report first. See Tools. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":566,"title":565,"titles":3739,"content":3740,"level":885},[],"Learn how to create a report, add Chart and Quick Add widgets, and organise them on your dashboard. s let you assemble live s and shortcuts on your , so the metrics your team checks every day are always one click away. Each report is a blank canvas you fill with s - a Chart widget for visualising data, or a Quick Add widget for creating records fast.",{"id":3742,"title":3743,"titles":3744,"content":235,"level":236},"/support/reporting/creating-reports#_1-create-a-report","1. Create a report",[565],{"id":3746,"title":3747,"titles":3748,"content":3749,"level":1175},"/support/reporting/creating-reports#_1-open-the-reports-tab","1. Open the Reports tab",[565,3743],"Click Dashboard in the sidebar, then select the Reports tab.",{"id":3751,"title":3752,"titles":3753,"content":3754,"level":1175},"/support/reporting/creating-reports#_2-add-a-report","2. Add a report",[565,3743],"Click Add report.",{"id":3756,"title":3757,"titles":3758,"content":3759,"level":1175},"/support/reporting/creating-reports#_3-name-it-and-set-permissions","3. Name it and set permissions",[565,3743],"Give the report an Icon and a Name - for example Marketing Summary. Set View Permissions and Edit Permissions to decide who can see and change it: everyone, by role, or just you.",{"id":3761,"title":2103,"titles":3762,"content":3763,"level":1175},"/support/reporting/creating-reports#_4-save",[565,3743],"Click Add. The report appears as a blank canvas on the Reports tab. Reports fall into two groups: Shared Reports, visible to everyone with access, and Personal Reports, visible only to you. Which group a report lands in depends on the permissions you set.",{"id":3765,"title":3766,"titles":3767,"content":235,"level":236},"/support/reporting/creating-reports#_2-add-a-widget","2. Add a widget",[565],{"id":3769,"title":3770,"titles":3771,"content":3772,"level":1175},"/support/reporting/creating-reports#_1-open-the-widget-menu","1. Open the widget menu",[565,3766],"On your report, click Add widget.",{"id":3774,"title":3775,"titles":3776,"content":3777,"level":1175},"/support/reporting/creating-reports#_2-choose-a-type","2. Choose a type",[565,3766],"Chart - pick a Data Source of Single Collection or Multiple Collections, then configure the chart. See Creating charts.Quick Add - pick a collection for one-click record creation.",{"id":3779,"title":3780,"titles":3781,"content":3782,"level":1175},"/support/reporting/creating-reports#_3-configure-and-save","3. Configure and save",[565,3766],"Give the widget a title, adjust any s or settings, then save it. It appears on your report immediately, and updates automatically as your data changes. Resize a widget from its options menu (⋯): choose Resize, then pick Extra Small, Small, Medium, Large, or Extra Large. New widgets default to Medium.",{"id":3784,"title":3785,"titles":3786,"content":3787,"level":236},"/support/reporting/creating-reports#_3-add-a-chart-from-a-collection","3. Add a chart from a collection",[565],"When you're already viewing a chart inside a collection, send it straight to a report instead of rebuilding it.",{"id":3789,"title":3790,"titles":3791,"content":3792,"level":1175},"/support/reporting/creating-reports#_1-open-the-charts-options-menu","1. Open the chart's options menu",[565,3785],"On the chart, click the ⋯ menu.",{"id":3794,"title":3795,"titles":3796,"content":3797,"level":1175},"/support/reporting/creating-reports#_2-add-to-report","2. Add to Report",[565,3785],"Select Add to Report, then choose an existing report or create a new one. Kinabase's AI can also suggest charts directly from your data - see AI chart generation.",{"id":3799,"title":3800,"titles":3801,"content":3802,"level":236},"/support/reporting/creating-reports#_4-organise-your-report","4. Organise your report",[565],"Reorder or resize widgets by dragging them, or using the ⋯ menu on each widget.Rename or remove a widget - click its ⋯ menu and select Edit or Delete.Edit the report itself - click the report's ⋯ menu and select Edit Dashboard to rename it, change its icon, or update permissions.",{"id":3804,"title":3805,"titles":3806,"content":3807,"level":236},"/support/reporting/creating-reports#_5-embed-reports-in-documents","5. Embed reports in documents",[565],"Charts from your reports can also be embedded in s. Each time a document is generated, the chart renders with live data - keeping proposals, invoices, and board packs up to date automatically. Read Document Templates to learn how to embed report charts in your documents.",{"id":3809,"title":3810,"titles":3811,"content":3812,"level":1219},"/support/reporting/creating-reports#tips","Tips",[565,3805],"Give reports clear names so your team knows their purpose at a glance - for example Quarterly Sales.Set View Permissions so each team only sees the reports relevant to them.Use Quick Add widgets to speed up record creation for your most common collections. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":570,"title":569,"titles":3814,"content":3815,"level":885},[],"Learn how to build Line, Bar, Pie, Scatter and Bubble charts, choose an aggregation, and use AI to generate charts for you. s turn your collection data into something you can read at a glance. Build a Line, Bar, Pie, Scatter, or Bubble chart, filter it down to what matters, and click into any data point to see the records behind it.",{"id":3817,"title":3818,"titles":3819,"content":235,"level":236},"/support/reporting/creating-charts#_1-open-a-collections-charts","1. Open a collection's charts",[569],{"id":3821,"title":3822,"titles":3823,"content":3824,"level":1175},"/support/reporting/creating-charts#_1-open-your-collection","1. Open your collection",[569,3818],"Select the  whose data you want to visualise.",{"id":3826,"title":3827,"titles":3828,"content":3829,"level":1175},"/support/reporting/creating-charts#_2-open-the-reports-button","2. Open the Reports button",[569,3818],"In the collection's top menu, click Reports (look for the pie-chart icon). This opens the charts side pane, where you can create, view, and edit the collection's charts. If AI is available on your plan, you may see chart suggestions here already, generated from your collection's fields.",{"id":3831,"title":3832,"titles":3833,"content":235,"level":236},"/support/reporting/creating-charts#_2-create-a-chart","2. Create a chart",[569],{"id":3835,"title":3836,"titles":3837,"content":3838,"level":1175},"/support/reporting/creating-charts#_1-add-a-chart","1. Add a chart",[569,3832],"Click Add Chart at the top of the side pane.",{"id":3840,"title":3841,"titles":3842,"content":3843,"level":1175},"/support/reporting/creating-charts#_2-pick-a-route","2. Pick a route",[569,3832],"Describe it to AI - type into the prompt box, for example \"describe a chart, or ask a question about projects…\", and Kinabase drafts a chart for you. See AI chart generation below.Pick a suggestion - choose one of the AI-generated suggestions from the list.Build it manually - choose a Chart Type and configure it yourself.",{"id":3845,"title":3846,"titles":3847,"content":3848,"level":1175},"/support/reporting/creating-charts#_3-configure-the-chart","3. Configure the chart",[569,3832],"Set the fields below that apply to your chart type, then click Add. SettingWhat it controlsTitleThe name shown above the chart.Chart TypeLine, Bar, Pie, Scatter, or Bubble.Additional FiltersNarrows the chart to records matching your chosen s.X Axis / CategorisationThe field the chart is grouped or plotted by. Pie charts call this Categorisation.Y Axis / WeightingThe value the chart measures. Pie charts call this Weighting.Bubble SizeBubble charts only - a numeric field that controls the area of each bubble, giving you a third dimension alongside the X and Y axes.AggregationHow values are combined - see Aggregations below.Category LimitShows only the Top N or Bottom N categories, with an option to group the rest under Show other?. The current filters or  in your collection also filter your chart data.",{"id":3850,"title":3851,"titles":3852,"content":3853,"level":236},"/support/reporting/creating-charts#_3-chart-types","3. Chart types",[569],"Kinabase supports exactly five chart types, each suited to different data: Chart typeBest forRequiresLineTrends over timeA date or sequential X axis (always available)BarComparing categoriesA categorical fieldPieShowing proportions of a wholeA categorical fieldScatterRelationships between two numbersA numeric X and Y axisBubbleRelationships between three numbersA numeric X and Y axis, plus a numeric Bubble Size field",{"id":3855,"title":3856,"titles":3857,"content":3858,"level":236},"/support/reporting/creating-charts#_4-aggregations","4. Aggregations",[569],"An aggregation defines how Kinabase combines your records' values on the chart. Every chart type supports Sum, Average, Minimum, Maximum, and Standard Deviation. Two chart types add an aggregation of their own: Pie charts also offer Percentage, showing each slice as a share of the whole.Line charts also offer Cumulative Sum, running a total up over time. For large datasets, use an aggregation to summarise values, or a category limit to keep the chart readable.",{"id":3860,"title":3861,"titles":3862,"content":3863,"level":236},"/support/reporting/creating-charts#_5-ai-chart-generation","5. AI chart generation",[569],"Describe what you want to see, and Kinabase drafts the chart for you - no manual configuration needed.",{"id":3865,"title":3866,"titles":3867,"content":3868,"level":1175},"/support/reporting/creating-charts#_1-describe-your-chart","1. Describe your chart",[569,3861],"In the Add Chart panel, type into the prompt - for example \"show me total sales by month\" or \"tasks completed by user\".",{"id":3870,"title":3871,"titles":3872,"content":3873,"level":1175},"/support/reporting/creating-charts#_2-review-the-suggestion","2. Review the suggestion",[569,3861],"Kinabase generates a chart matching your description. Adjust any of the settings described in Create a chart above, then click Add. AI chart generation is available on every plan except Starter. If you don't see the AI prompt, check your organisation's plan - see AI in Kinabase.",{"id":3875,"title":3876,"titles":3877,"content":3878,"level":236},"/support/reporting/creating-charts#_6-multi-collection-charts","6. Multi-collection charts",[569],"Chart data from two collections on the same axis - useful for comparing figures that share a common dimension, such as a date field in both collections. Both collections' X-axis fields must share the same type or base unit - for example, both must be date fields, or both must be numeric length fields using the same unit.",{"id":3880,"title":3881,"titles":3882,"content":3883,"level":1175},"/support/reporting/creating-charts#_1-open-a-dashboard-report","1. Open a dashboard report",[569,3876],"Open any report and click Add widget → Chart.",{"id":3885,"title":3886,"titles":3887,"content":3888,"level":1175},"/support/reporting/creating-charts#_2-choose-multiple-collections","2. Choose Multiple Collections",[569,3876],"Select Multiple Collections as the Data Source, then give the chart a Title and Chart Type.",{"id":3890,"title":3891,"titles":3892,"content":3893,"level":1175},"/support/reporting/creating-charts#_3-set-the-cross-collection-aggregation","3. Set the cross-collection aggregation",[569,3876],"Choose Sum, Average, Maximum, Minimum, Standard Deviation, or Cumulative Sum, then set your X and Y Axis Labels.",{"id":3895,"title":3896,"titles":3897,"content":3898,"level":1175},"/support/reporting/creating-charts#_4-configure-each-collection","4. Configure each collection",[569,3876],"Add your first collection and configure its fields, categorisation, aggregation, and limits. Click the + button next to Collection 1 to add a second collection, and repeat.",{"id":3900,"title":1379,"titles":3901,"content":3902,"level":1175},"/support/reporting/creating-charts#_5-save",[569,3876],"Check the chart details and click Add. The chart appears on the report immediately.",{"id":3904,"title":3905,"titles":3906,"content":3907,"level":236},"/support/reporting/creating-charts#_7-sort-chart-data","7. Sort chart data",[569],"Bar and Pie charts include a Sort Order section in the chart setup panel.",{"id":3909,"title":3910,"titles":3911,"content":3912,"level":1175},"/support/reporting/creating-charts#_1-open-the-sort-order-section","1. Open the Sort Order section",[569,3905],"Edit a bar or pie chart and expand Sort Order at the bottom of the panel.",{"id":3914,"title":3915,"titles":3916,"content":3917,"level":1175},"/support/reporting/creating-charts#_2-choose-a-sort-mode","2. Choose a sort mode",[569,3905],"Pick a mode from the X Axis Sort dropdown (Slice Sort for pie charts): Default for standard ordering, By Value to sort by the chart's measured values, or By Field to sort by a specific field. If you choose By Field, select a numeric or enumerable field from the Field dropdown.",{"id":3919,"title":3920,"titles":3921,"content":3922,"level":1175},"/support/reporting/creating-charts#_3-choose-a-direction","3. Choose a direction",[569,3905],"Pick Ascending or Descending from the Direction dropdown. Grouped bar charts with a categorisation field also show a Category Sort row, using the same options to order categories within each group.",{"id":3924,"title":3925,"titles":3926,"content":3927,"level":236},"/support/reporting/creating-charts#_8-highlight-target-ranges-with-y-axis-bands","8. Highlight target ranges with Y-axis bands",[569],"Line and Scatter charts can show coloured bands on the y-axis to mark target ranges, warning zones, or thresholds. Bands render behind your data and carry through to exports and PDF reports.",{"id":3929,"title":3930,"titles":3931,"content":3932,"level":1175},"/support/reporting/creating-charts#_1-open-y-axis-bands","1. Open Y-Axis Bands",[569,3925],"Edit a line or scatter chart and expand Y-Axis Bands near the bottom of the panel.",{"id":3934,"title":3935,"titles":3936,"content":3937,"level":1175},"/support/reporting/creating-charts#_2-add-a-band","2. Add a band",[569,3925],"Click Add Band, then set a Colour, a Label, and the From and To bounds in the axis's display unit. Leave a bound blank for an open-ended band that stretches to the axis edge. A band needs at least one bound, and the From value must be below the To value.",{"id":3939,"title":3940,"titles":3941,"content":3942,"level":236},"/support/reporting/creating-charts#_9-chart-actions","9. Chart actions",[569],"Click the options menu (⋯) on any chart to: Edit its configurationPreview it fullscreen (right-click to save it as a PNG)View data as a formatted table, with an option to export to CSVAdd to Report on your dashboardDuplicate itResize it Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":574,"title":573,"titles":3944,"content":3945,"level":885},[],"Learn how to build record-level reports and charts that show historic trends for an individual record. Record reports visualise how an individual record's data changes over time - stock quantities, component costs, or consultancy rates. Build a Line or Bar chart from your record's history, and spot trends without leaving the record. Unlike collection-level s, a record report is scoped to a single  and shown on its own Reports tab.",{"id":3947,"title":3948,"titles":3949,"content":235,"level":236},"/support/reporting/record-reports#_1-open-the-record-reports-configuration","1. Open the Record Reports configuration",[573],{"id":3951,"title":3822,"titles":3952,"content":3953,"level":1175},"/support/reporting/record-reports#_1-open-your-collection",[573,3948],"Select the  whose records you want to report on.",{"id":3955,"title":3956,"titles":3957,"content":3958,"level":1175},"/support/reporting/record-reports#_2-open-configure","2. Open Configure",[573,3948],"Click the options menu (⋯) and select Configure.",{"id":3960,"title":3961,"titles":3962,"content":3963,"level":1175},"/support/reporting/record-reports#_3-select-reports","3. Select Reports",[573,3948],"Under Display, select Reports.",{"id":3965,"title":3966,"titles":3967,"content":235,"level":236},"/support/reporting/record-reports#_2-create-a-report-and-a-chart-widget","2. Create a report and a chart widget",[573],{"id":3969,"title":3970,"titles":3971,"content":3972,"level":1175},"/support/reporting/record-reports#_1-add-a-report","1. Add a report",[573,3966],"Click Add report, give it a name, and set its permissions. Each collection can have up to six record reports.",{"id":3974,"title":3766,"titles":3975,"content":3976,"level":1175},"/support/reporting/record-reports#_2-add-a-widget",[573,3966],"Click Add a Widget, then give the chart widget a clear Name so there's no ambiguity about what it shows.",{"id":3978,"title":3979,"titles":3980,"content":3981,"level":1175},"/support/reporting/record-reports#_3-choose-a-chart-type","3. Choose a chart type",[573,3966],"Choose Line or Bar.",{"id":3983,"title":3984,"titles":3985,"content":3986,"level":1175},"/support/reporting/record-reports#_4-configure-the-specifics","4. Configure the specifics",[573,3966],"Set the parameters below, then click Add. Filters - narrow the data plotted, based on your record's fields.X Axis - the time dimension of your chart. Select a date field from your collection, or choose History for real-time tracking.\nIf you choose History, set a grouping: Year, Quarter, Month, Day, Hour, Minute, or Second.For Line charts, turn on Default missing values to zero to show gaps in data as zero values - useful for highlighting when changes have occurred.Y Axes - the value dimension of your chart. Select one or more numeric fields from your collection; you can plot multiple fields on the same chart.\nTurn on Default missing values to zero to show gaps in data as zero values, useful for highlighting when changes have occurred. Leave it off if the value should remain consistent between changes - for example, stock levels.Categorisation - optionally split the chart by another field in your collection. You can add multiple chart widgets to the same report - repeat step 2 above for each one - and create more than one report by repeating steps 1–2.",{"id":3988,"title":3989,"titles":3990,"content":235,"level":236},"/support/reporting/record-reports#_3-view-a-record-report","3. View a record report",[573],{"id":3992,"title":2648,"titles":3993,"content":3994,"level":1175},"/support/reporting/record-reports#_1-open-a-record",[573,3989],"Navigate back to your collection and open a record.",{"id":3996,"title":3997,"titles":3998,"content":3999,"level":1175},"/support/reporting/record-reports#_2-select-the-reports-tab","2. Select the Reports tab",[573,3989],"The record panel now has a Reports tab alongside Activities and Tasks (if those are turned on for your collection).",{"id":4001,"title":4002,"titles":4003,"content":4004,"level":1175},"/support/reporting/record-reports#_3-choose-a-report","3. Choose a report",[573,3989],"If you've created more than one record report, use the dropdown to choose which one to view. Your chart updates automatically as data changes in your collection. Hover over a data point to see its exact value. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":578,"title":577,"titles":4006,"content":4007,"level":885},[],"Learn how to enable Telemetry on a collection, curate which fields are tracked, and explore the Telemetry tab on every record. automatically records how your  values change over time and plots them as interactive s on a dedicated tab inside every record. Unlike ad-hoc reports, Telemetry keeps history for eligible s in the background, so trends, anomalies, and transitions are always one click away - no dashboard building required. If you can't see Telemetry anywhere in Kinabase, it isn't enabled for your organisation - contact our support team to have it turned on. Numeric, currency, duration, and aggregation fields can be visualised as line or bar charts; stage and select fields are visualised with default charts that suit their data. Hovering over any chart highlights the same point in time across every other chart on the record. History is kept at full detail for recent events and rolled up into minute, hour, and day summaries for older ranges. Choose the chart type, line style, icon, colour, and y-axis bounds each field uses by default.",{"id":4009,"title":4010,"titles":4011,"content":4012,"level":236},"/support/reporting/telemetry#_1-enabling-telemetry-on-a-collection","1. Enabling Telemetry on a collection",[577],"Telemetry is turned on per collection by an admin. You'll need Configure permission for a collection to turn on Telemetry. If you're unsure, ask your System admin.",{"id":4014,"title":4015,"titles":4016,"content":4017,"level":1175},"/support/reporting/telemetry#_1-open-collection-configuration","1. Open Collection Configuration",[577,4010],"Navigate to the collection you want to track.In the collection's top menu, click the options menu (⋯) and select Configure.Select Telemetry from the sidebar.",{"id":4019,"title":4020,"titles":4021,"content":4022,"level":1175},"/support/reporting/telemetry#_2-enable-telemetry","2. Enable Telemetry",[577,4010],"Toggle Enable telemetry for this collection on.Pick a backfill window in the dialog that appears:\nStart tracking from now - begin with today's values; older history is not imported.Last 30 days, Last 90 days, or Last year - replay activity from that point forward.All available history - import every change Kinabase has on file.Click Start tracking to confirm. A banner at the top of the Telemetry configuration page keeps you updated while history imports in the background. You can keep working while it runs.",{"id":4024,"title":4025,"titles":4026,"content":4027,"level":1175},"/support/reporting/telemetry#_3-curate-the-telemetry-tab-layout","3. Curate the Telemetry Tab Layout",[577,4010],"Once telemetry is enabled, a Telemetry charts section appears with a list of every eligible field. Drag the handle to reorder fields.Use the Hide option on each row to toggle visibility - hidden fields are still tracked but don't appear on the record's Telemetry tab.For numeric-style fields, expand the row to set defaults:\nDisplay - Average, Minimum, Maximum, or Min / max / avg.Chart type - Line or Bar.Line style - Smooth or Stepped (disabled for bar charts).Icon & colour - pick a default for this field's chart card.Y-axis minimum / maximum - leave blank to auto-scale, or pin one or both bounds.Click Save layout when you are finished. Everyone viewing records in this collection will see the same layout. Only fields eligible for telemetry appear here. Numeric, currency, duration, computed, aggregation, option, stage, and status fields are supported. Task and activity aggregations and Multi-record link lookups are trackable but not replayable from history.",{"id":4029,"title":4030,"titles":4031,"content":4032,"level":236},"/support/reporting/telemetry#_2-data-retention","2. Data retention",[577],"Kinabase retains telemetry data at varying levels of detail, based on the age of the data. Under the Data retention panel on the Telemetry configuration page you'll see how long each level is kept: Individual events - the raw value at the exact moment it changed.Minute-by-minute detail - per-minute summaries.Hour-by-hour summaries - per-hour summaries for older data.Day-by-day summaries - the longest-lived tier, suitable for multi-year trends.",{"id":4034,"title":4035,"titles":4036,"content":4037,"level":236},"/support/reporting/telemetry#_3-using-the-telemetry-tab-on-a-record","3. Using the Telemetry tab on a record",[577],"Once telemetry is enabled and history has imported, every record in the collection shows a new Telemetry tab.",{"id":4039,"title":4040,"titles":4041,"content":4042,"level":1175},"/support/reporting/telemetry#_1-open-the-tab","1. Open the Tab",[577,4035],"Open any record in the collection.Select the Telemetry tab.",{"id":4044,"title":4045,"titles":4046,"content":4047,"level":1175},"/support/reporting/telemetry#_2-choose-a-time-range","2. Choose a Time Range",[577,4035],"Use the toolbar at the top of the tab to change the window: Presets - jump to the last 1h, 8h, 24h, 7d, 30d, or 90d.Back / Forward arrows - step backwards or forwards by one window.Now - snap the window back to the current time.Period picker - click the date range in the header to pick a custom start and end. As you move around, every chart updates together so the pointer always lines up.",{"id":4049,"title":4050,"titles":4051,"content":4052,"level":1175},"/support/reporting/telemetry#_3-explore-a-chart","3. Explore a Chart",[577,4035],"Hover over a chart to see the exact value at that point in time.Use the chart's icon and colour in the top-left to identify which field it represents. If a chart is empty, widen the time window - the field may not have changed during the selected range, or tracking for that field may have only started recently.",{"id":4054,"title":4055,"titles":4056,"content":4057,"level":236},"/support/reporting/telemetry#_4-rebuilding-a-fields-history","4. Rebuilding a field's history",[577],"If a field's history needs refreshing, for example, after a migration or a large data cleanup, admins can replay it from the activity log. Open the collection's configuration and go to Fields.Right-click the field whose history you want to rebuild.Choose Rebuild telemetry.Pick a window (Last 30 days, Last 90 days, Last year, or All available history) and confirm. Kinabase rebuilds the field's telemetry in the background. A notification appears once it's finished. Rebuild telemetry is only available when a field's history can be replayed from activity logs. Task and activity aggregations and Multi-record link lookups can be tracked going forward but can't be rebuilt retrospectively.",{"id":4059,"title":4060,"titles":4061,"content":4062,"level":236},"/support/reporting/telemetry#_5-pausing-or-disabling-telemetry","5. Pausing or disabling Telemetry",[577],"Turning off the Enable telemetry for this collection toggle stops new changes from being tracked. Existing history remains viewable, but retention cleanup keeps running, so older data can still be removed. Re-enabling telemetry later brings any history still within the retention window back into view.",{"id":4064,"title":4065,"titles":4066,"content":4067,"level":236},"/support/reporting/telemetry#_6-telemetry-vs-record-reports","6. Telemetry vs. Record Reports",[577],"Telemetry and Record Reports both visualise how a record changes over time, but they serve different needs: Telemetry is automatic, per-record, and always on once enabled. Use it for real-time trend spotting and investigation across every tracked field.Record Reports are hand-built charts tied to record fields, giving you tight control over filters, categorisation, and grouping. Use them when you need bespoke visualisations for a specific collection. Read our Reporting guides to compare the two and decide which fits your workflow.",{"id":4069,"title":4070,"titles":4071,"content":4072,"level":236},"/support/reporting/telemetry#_7-permissions","7. Permissions",[577],"Only users with permission to configure a collection can enable telemetry, curate the Telemetry tab layout, or rebuild a field's history. Anyone with permission to view records in the collection can see the Telemetry tab on those records. If a permission issue prevents the tab from appearing, contact your System admin. Telemetry turns the everyday activity on your records into something you can see at a glance. Enable it on a collection, curate the fields that matter, and start watching your data tell its own story. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":582,"title":581,"titles":4074,"content":4075,"level":885},[],"Learn how to use the Event Log in Kinabase to review security and system events and support compliance. The  is a time-stamped history of recorded events across your Kinabase workspace, including user sign-ins,  changes, and the creation or deletion of s. Unlike  entries, which are added by your team, Event Log entries are generated automatically by Kinabase. They help System admins review what happened, when it happened and which user performed the action, where that information is available. Event Log is available on the Pro and Max plans. If you're on Starter and need it, see Billing & your plan to upgrade.",{"id":4077,"title":4078,"titles":4079,"content":4080,"level":236},"/support/reporting/event-logs#_1-accessing-the-event-log","1. Accessing the Event Log",[581],"Go to Settings → System → Event Log. Only System admins can view the Event Log.",{"id":4082,"title":4083,"titles":4084,"content":4085,"level":236},"/support/reporting/event-logs#_2-reading-the-timeline","2. Reading the timeline",[581],"Events are listed as a timeline, most recent first. Load more at the bottom brings in older entries. Events are listed in reverse chronological order (most recent first) with exact date and time. Descriptions like 'User Successful Sign In', 'Collection Field Updated', or 'Record Deleted'. Shows which user performed the action - plus the IP address and browser user agent for sign-in events. Identifies which collection or field was changed, if applicable. For example: \"User Successful Sign In\" lists the user's name, IP address, and browser agent. \"Collection Field Added\" details which collection was modified and by whom.",{"id":4087,"title":4088,"titles":4089,"content":235,"level":236},"/support/reporting/event-logs#_3-common-uses","3. Common uses",[581],{"id":4091,"title":4092,"titles":4093,"content":4094,"level":1175},"/support/reporting/event-logs#security-audits","Security audits",[581,4088],"Confirm only authorised people accessed the system, or spot suspicious sign-ins.",{"id":4096,"title":4097,"titles":4098,"content":4099,"level":1175},"/support/reporting/event-logs#change-tracking","Change tracking",[581,4088],"Identify who altered a field or record, and when.",{"id":4101,"title":4102,"titles":4103,"content":4104,"level":1175},"/support/reporting/event-logs#compliance","Compliance",[581,4088],"Use the Event Log as supporting evidence during an internal review or audit. Check that the events recorded and the available history meet your organisation's own audit and retention requirements.",{"id":4106,"title":4107,"titles":4108,"content":4109,"level":236},"/support/reporting/event-logs#_4-event-log-vs-activities","4. Event Log vs. Activities",[581],"Both keep a history of what happened, but at different scopes: Activities are a record-by-record timeline, added by your team as notes, calls, or updates. See Activity logs.The Event Log is a workspace-wide, automatically generated audit trail of security and system events. Use it when you need to know who changed something, or when a security event occurred, anywhere in your organisation. Restrict Event Log access to only those who need it, keeping the audit trail itself secure.For day-to-day tracking, Activities give you a timeline within each record; the Event Log gives you a higher-level, workspace-wide view.Check the Event Log periodically - weekly or monthly - for anomalies. The Event Log helps your team investigate changes and review security events across your Kinabase workspace. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":587,"title":591,"titles":4111,"content":4112,"level":885},[],"Learn about the data visualisation tools available in Kinabase, including Mind Map, Bubble Chart, Map, Record Roulette, Word Cloud, and Leaderboard. Kinabase's s help you explore, analyse, and present your  data in ways a standard table can't. Each one opens as a side pane from the collection's toolbar, and is configured per collection by an admin.",{"id":4114,"title":4115,"titles":4116,"content":4117,"level":236},"/support/tools#_1-available-tools","1. Available tools",[591],"Visualise record relationships as an interactive mind map. Great for exploring connections and hierarchies in your data. Visualise records as interactive bubbles, grouped and sized by your chosen fields. Great for spotting patterns and comparing data across categories. Plot records with location data on an interactive world map. Ideal for understanding the geographic distribution of your data. Randomly select records with a fun spin animation. Useful for fair selection, gamification, or simply adding some fun to your workflow. Display text data and categories as a visual cloud where word size shows frequency. Perfect for identifying common themes and patterns. Rank colleagues by a selected numeric field from your records, and display the top three on a podium. Useful for tracking performance, rankings, or priority.",{"id":4119,"title":4120,"titles":4121,"content":4122,"level":236},"/support/tools#_2-enabling-tools","2. Enabling tools",[591],"You'll need Configure permission for a collection to turn tools on or off. If you're unsure, ask your System admin. Mind Map, Bubble Chart, and Map are turned on by default, but only appear once a collection has the field types they need. Record Roulette, Word Cloud, and Leaderboard are turned off by default and need enabling even if the field requirements are met.",{"id":4124,"title":4015,"titles":4125,"content":4126,"level":1175},"/support/tools#_1-open-collection-configuration",[591,4120],"Select the collection, click the options menu (⋯), and select Configure.",{"id":4128,"title":4129,"titles":4130,"content":4131,"level":1175},"/support/tools#_2-select-tools","2. Select Tools",[591,4120],"Under Display, select Tools.",{"id":4133,"title":4134,"titles":4135,"content":4136,"level":1175},"/support/tools#_3-turn-on-the-tools-you-need","3. Turn on the tools you need",[591,4120],"In the Data Visualisation Tools pane, turn on each tool you want to make available. Click the cog icon next to a tool to configure its settings. If a tool shows as Unavailable, your collection doesn't meet its field requirements - hover over it to see why.",{"id":4138,"title":4139,"titles":4140,"content":4141,"level":236},"/support/tools#_3-using-tools","3. Using tools",[591],"Once enabled, tools appear as icons in the collection's toolbar.",{"id":4143,"title":4144,"titles":4145,"content":1911,"level":1175},"/support/tools#_1-open-a-collection","1. Open a collection",[591,4139],{"id":4147,"title":4148,"titles":4149,"content":4150,"level":1175},"/support/tools#_2-click-a-tool-icon","2. Click a tool icon",[591,4139],"Click a tool's icon in the toolbar to open it in the side pane.",{"id":4152,"title":4153,"titles":4154,"content":4155,"level":1175},"/support/tools#_3-interact-with-the-visualisation","3. Interact with the visualisation",[591,4139],"Each tool has its own controls. Click a record within the visualisation to view its details, and use the Back button to return to the collection list.",{"id":4157,"title":4158,"titles":4159,"content":4160,"level":236},"/support/tools#_4-availability-by-collection","4. Availability by collection",[591],"Not every tool is available for every collection - it depends on the field types the collection has: ToolRequirementDefaultMind MapAt least one self-referencing Linked Collection FieldOnBubble ChartCategorical fields (Stage, Select, Yes / No, Linked Collection) or numeric fieldsOnMapAt least one Address fieldOnRecord RouletteAlways availableOffWord CloudText, Select, Multi-Select, Linked Collection, or Lookup-to-text fieldsOffLeaderboardA colleague field and at least one numeric fieldOff If a tool is unavailable for your collection, it shows as Unavailable in the Data Visualisation Tools pane, with an explanation of what's required.",{"id":4162,"title":4163,"titles":4164,"content":4165,"level":236},"/support/tools#_5-best-practices","5. Best practices",[591],"Enable only what you need - keep the toolbar uncluttered by turning on only the tools your team will actually use.Match the tool to your data - Map for locations, Word Cloud for text, Bubble Chart for categories and numbers.Configure the settings - take a moment to set each tool's defaults for the best result with your data. Read our Reporting and Creating charts guides for more ways to visualise your data. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":594,"title":593,"titles":4167,"content":4168,"level":885},[],"Learn how to use the Map tool to visualise records containing location data on an interactive world map. Map plots s with location data on an interactive world map. See where your data is geographically distributed, and explore records by clicking on map markers. Geographic insights: See where your customers, assets, or activities are located.Distribution analysis: Understand how records are spread across regions.Location-based planning: Identify clusters or gaps in geographic coverage.Interactive exploration: Click markers to view record details without leaving the map.",{"id":4170,"title":4171,"titles":4172,"content":4173,"level":236},"/support/tools/map#_1-prerequisites","1. Prerequisites",[593],"Your  needs at least one Address , which stores address information including coordinates (latitude and longitude). If you don't see the Map icon in your toolbar, your collection may not have an Address field, or the tool may have been turned off. Map is on by default - see Tools for how to check and turn it on.",{"id":4175,"title":4176,"titles":4177,"content":235,"level":236},"/support/tools/map#_2-using-the-map","2. Using the Map",[593],{"id":4179,"title":4180,"titles":4181,"content":4182,"level":1175},"/support/tools/map#_1-open-map","1. Open Map",[593,4176],"From your collection, click the Map icon in the toolbar to open it in the side pane.",{"id":4184,"title":4185,"titles":4186,"content":4187,"level":1175},"/support/tools/map#_2-view-your-data","2. View your data",[593,4176],"Records with valid location data appear as markers on the map - individual records as pins, and groups of nearby records as clusters showing a count.",{"id":4189,"title":4190,"titles":4191,"content":4192,"level":1175},"/support/tools/map#_3-navigate-the-map","3. Navigate the map",[593,4176],"Zoom in/out: use the zoom controls or scroll.Pan: click and drag to move around.Globe view: the map displays as an interactive globe you can rotate.",{"id":4194,"title":4195,"titles":4196,"content":4197,"level":1175},"/support/tools/map#_4-interact-with-markers","4. Interact with markers",[593,4176],"Hover over a marker to see a tooltip with the record's primary field and location.Click a marker to select the record and view its full details.Click a cluster to zoom in and see the individual markers within it.",{"id":4199,"title":4200,"titles":4201,"content":4202,"level":1175},"/support/tools/map#_5-switch-address-fields","5. Switch Address fields",[593,4176],"If your collection has more than one Address field, use the dropdown in the toolbar to switch between them - for example, an \"Office Address\" and a \"Home Address\" field.",{"id":4204,"title":4205,"titles":4206,"content":4207,"level":236},"/support/tools/map#_3-zoom-options","3. Zoom options",[593],"Use the zoom menu (magnifying glass icon) for quick navigation: Zoom in - magnify the current view.Zoom out - see a wider area.Zoom to fit - automatically adjust the view to show all mapped records.",{"id":4209,"title":4210,"titles":4211,"content":4212,"level":236},"/support/tools/map#_4-what-data-can-be-mapped","4. What data can be mapped",[593],"Address fields - including address lines, city, county, country, postcode, and latitude/longitude.Lookup fields that reference an Address field in a related collection. Records without latitude and longitude values won't appear on the map. If your location data is missing coordinates, a free online geocoding tool can convert addresses into latitude and longitude.",{"id":4214,"title":4215,"titles":4216,"content":4217,"level":236},"/support/tools/map#_5-example-uses","5. Example uses",[593],"Customer mapping: see where your customers are located and identify geographic clusters.Asset tracking: map equipment, vehicles, or property locations.Event planning: visualise venue locations for events or meetings.Sales territories: understand coverage across regions.Supplier network: map supplier locations for logistics planning.Site management: track project sites or office locations.",{"id":4219,"title":4220,"titles":4221,"content":4222,"level":236},"/support/tools/map#_6-tips","6. Tips",[593],"Filters apply: Map respects your current view filters, so you can map a subset of your data.Clustering: markers automatically cluster when zoomed out, making distribution patterns easier to see.Missing coordinates: if records don't appear on the map, check that their Address fields have latitude and longitude values. Read Tools to learn how to turn Map on or off, and to see the other data visualisation tools available in Kinabase. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":598,"title":597,"titles":4224,"content":4225,"level":885},[],"Learn how to use the Bubble Chart tool to display records as interactive bubbles, grouped and sized by your chosen fields. Bubble Chart displays s as interactive bubbles on a canvas. Each bubble represents a record, and you control how bubbles are grouped, coloured, and sized based on your data. See the big picture: understand how records are distributed across categories.Spot outliers: large or isolated bubbles stand out, helping you identify exceptions.Compare groups: quickly see which categories have more records or higher values.Interactive exploration: drag bubbles and hover for details without switching views.",{"id":4227,"title":4171,"titles":4228,"content":4229,"level":236},"/support/tools/bubble-chart#_1-prerequisites",[597],"Your  needs either: Categorical fields (Stage, Select, Yes / No, or Linked Collection fields) for grouping, orNumeric fields for sizing bubbles.",{"id":4231,"title":4232,"titles":4233,"content":235,"level":236},"/support/tools/bubble-chart#_2-using-the-bubble-chart","2. Using the Bubble Chart",[597],{"id":4235,"title":4236,"titles":4237,"content":4238,"level":1175},"/support/tools/bubble-chart#_1-open-the-bubble-chart","1. Open the Bubble Chart",[597,4232],"From your collection, click the Bubble Chart icon in the toolbar to open it in the side pane.",{"id":4240,"title":4241,"titles":4242,"content":4243,"level":1175},"/support/tools/bubble-chart#_2-configure-the-display","2. Configure the display",[597,4232],"Use the toolbar dropdowns to control how bubbles are displayed: Group - a categorical field to cluster bubbles by. Records with the same value cluster together, labelled on the left of the chart. Set to Off to show all records in a single group, or select a Stage, Yes / No, Select, or Linked Collection field.Colour - a secondary categorical field used to colour the bubbles. Set to Off to use each group's colour, or select a Select, Stage, Yes / No, or Linked Collection field.Size - a numeric field that controls the size of each bubble. Set to Off for bubbles of a uniform size, or select a Number, Probability, or Rating field.",{"id":4245,"title":4246,"titles":4247,"content":4248,"level":1175},"/support/tools/bubble-chart#_3-interact-with-bubbles","3. Interact with bubbles",[597,4232],"Hover over a bubble to see a tooltip with record details.Click a bubble to open the record's detail pane.Drag bubbles to rearrange them on the canvas.",{"id":4250,"title":4251,"titles":4252,"content":4253,"level":1175},"/support/tools/bubble-chart#_4-view-statistics","4. View statistics",[597,4232],"Each group shows statistics on the right: Count (number of records), Sum, and Avg (average) of the Size field's values, when applicable.",{"id":4255,"title":4256,"titles":4257,"content":235,"level":236},"/support/tools/bubble-chart#_3-supported-field-types","3. Supported field types",[597],{"id":4259,"title":4260,"titles":4261,"content":4262,"level":1175},"/support/tools/bubble-chart#grouping-and-colour-fields","Grouping and Colour fields",[597,4256],"Select fields - single-select dropdown options.Stage fields - workflow stages.Yes / No fields - Yes/No values.Linked Collection fields - linked records from other collections.",{"id":4264,"title":4265,"titles":4266,"content":4267,"level":1175},"/support/tools/bubble-chart#size-fields-numeric","Size fields (numeric)",[597,4256],"Number fields - any numeric value.Probability fields - percentage values.Rating fields - star ratings or numeric scores.",{"id":4269,"title":4270,"titles":4271,"content":4272,"level":236},"/support/tools/bubble-chart#_4-example-uses","4. Example uses",[597],"Sales pipeline: group deals by stage, size by value, colour by probability.Project portfolio: group projects by status, size by budget, colour by priority.Asset management: group equipment by type, size by value, colour by condition.Team workload: group tasks by assignee, size by estimated hours, colour by priority.Customer analysis: group accounts by region, size by revenue, colour by industry.",{"id":4274,"title":4275,"titles":4276,"content":4277,"level":236},"/support/tools/bubble-chart#_5-download-options","5. Download options",[597],"Export your Bubble Chart for presentations or reports:",{"id":4279,"title":4280,"titles":4281,"content":4282,"level":1175},"/support/tools/bubble-chart#_1-open-the-download-menu","1. Open the download menu",[597,4275],"Click the Download dropdown in the toolbar.",{"id":4284,"title":4285,"titles":4286,"content":4287,"level":1175},"/support/tools/bubble-chart#_2-select-a-format","2. Select a format",[597,4275],"as SVG - vector format, ideal for editing or high-quality print.as PNG - raster format, suitable for presentations and documents.",{"id":4289,"title":4220,"titles":4290,"content":4291,"level":236},"/support/tools/bubble-chart#_6-tips",[597],"Filters apply: Bubble Chart respects your current view filters, so you can visualise a subset of your data.Record limit: Bubble Chart displays a maximum of 500 records.Bubble scaling: bubble sizes automatically adjust based on how many records are displayed.Group ordering: groups appear in the order defined by your field's options - for example, workflow stage order.",{"id":4293,"title":4294,"titles":4295,"content":4296,"level":236},"/support/tools/bubble-chart#_7-enabling-the-bubble-chart","7. Enabling the Bubble Chart",[597],"If you don't see the Bubble Chart icon in your toolbar, an admin needs to turn it on. Select the collection, click the options menu (⋯), select Configure, then under Display, select Tools. See Enabling tools for the full walkthrough. Bubble Chart requires your collection to have at least one categorical field (Select, Stage, Yes / No, or Linked Collection) or one numeric field. Using Kinabase's Bubble Chart tool helps you explore your data in interactive, visual ways - seeing both quantity and category simultaneously, and identifying patterns across multiple dimensions of your data. Read our guide on Tools to learn about other ways to explore your collection data. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":602,"title":601,"titles":4298,"content":4299,"level":885},[],"Learn how to use the Word Cloud tool to display text frequency and categorical data as an engaging visual representation. Word Cloud visualises text data and categorical information as a cloud of words, where word size shows frequency - words that appear more often are displayed larger than less common ones. Spot trends: quickly identify the most common themes in your data.Analyse feedback: see which words appear most in customer comments or reviews.Understand distributions: visualise how categories or options are spread across records.Present insights: create engaging visual summaries for reports or presentations.",{"id":4301,"title":4171,"titles":4302,"content":4303,"level":236},"/support/tools/word-cloud#_1-prerequisites",[601],"Your  needs at least one of these field types: Text or Rich Text fieldsSelect or Multi-Select fieldsLinked Collection or Lookup fields that resolve to text (uses the linked record's label)Computed Text or Computed Select fields",{"id":4305,"title":4306,"titles":4307,"content":235,"level":236},"/support/tools/word-cloud#_2-using-the-word-cloud","2. Using the Word Cloud",[601],{"id":4309,"title":4310,"titles":4311,"content":4312,"level":1175},"/support/tools/word-cloud#_1-open-the-word-cloud","1. Open the Word Cloud",[601,4306],"From your collection, click the Word Cloud icon in the toolbar to open it in the side pane.",{"id":4314,"title":4315,"titles":4316,"content":4317,"level":1175},"/support/tools/word-cloud#_2-select-a-field","2. Select a field",[601,4306],"Use the cog icon in the toolbar to select which field to visualise: Text fields - individual words are extracted and counted; common words like \"the\" and \"and\" are filtered out automatically.Select or Linked Collection fields - each option or linked record label becomes a word, sized by how often it appears.",{"id":4319,"title":4320,"titles":4321,"content":4322,"level":1175},"/support/tools/word-cloud#_3-interact-with-words","3. Interact with words",[601,4306],"Hover over a word to see a tooltip with the word and its count.",{"id":4324,"title":4325,"titles":4326,"content":4327,"level":1175},"/support/tools/word-cloud#_4-customise-the-display","4. Customise the display",[601,4306],"Use the toolbar's cog icon to adjust rotation, font, layout, and colours - see Display settings below.",{"id":4329,"title":4256,"titles":4330,"content":235,"level":236},"/support/tools/word-cloud#_3-supported-field-types",[601],{"id":4332,"title":4333,"titles":4334,"content":4335,"level":1175},"/support/tools/word-cloud#text-fields","Text fields",[601,4256],"Text fields - words are extracted from free-form text.Rich Text fields - words are extracted from formatted text content.Computed Text fields - words from dynamically calculated text values.",{"id":4337,"title":4338,"titles":4339,"content":4340,"level":1175},"/support/tools/word-cloud#categorical-fields","Categorical fields",[601,4256],"Select fields - each option label is counted as a category.Multi-Select fields - each selected option is counted individually.Linked Collection fields - labels of linked records are used. Words shorter than 3 characters and common words (such as \"the\", \"and\", \"is\") are filtered out automatically.",{"id":4342,"title":4343,"titles":4344,"content":4345,"level":236},"/support/tools/word-cloud#_4-display-settings","4. Display settings",[601],"Access display settings through the toolbar's cog icon:",{"id":4347,"title":4348,"titles":4349,"content":4350,"level":1175},"/support/tools/word-cloud#rotation","Rotation",[601,4343],"No rotation - all words displayed horizontally (0°).Vertical (90°) - all words rotated vertically.Mixed (0° and 90°) - words randomly horizontal or vertical (default).Angled (-60° to 60°) - words at random angles for a more dynamic look.",{"id":4352,"title":4353,"titles":4354,"content":4355,"level":1175},"/support/tools/word-cloud#font","Font",[601,4343],"System - a clean, modern sans-serif look (default).Serif - a traditional, formal appearance.Monospace - a technical, code-like style.Impact - bold, attention-grabbing text, shown in uppercase.",{"id":4357,"title":4358,"titles":4359,"content":4360,"level":1175},"/support/tools/word-cloud#layout","Layout",[601,4343],"Spiral - words arranged in a spiral pattern from the centre (default).Rectangular - words arranged in a more structured pattern.",{"id":4362,"title":4363,"titles":4364,"content":4365,"level":1175},"/support/tools/word-cloud#colours","Colours",[601,4343],"Rainbow - a full spectrum of colours (default).Cool - calming blue and green tones.Warm - energetic red, orange, and yellow tones.Monochrome - shades of grey for a subtle look.",{"id":4367,"title":4215,"titles":4368,"content":4369,"level":236},"/support/tools/word-cloud#_5-example-uses",[601],"Customer feedback analysis: visualise common themes in support tickets or reviews.Survey responses: see which answers or comments appear most frequently.Tag analysis: understand how tags or categories are distributed across records.Content analysis: identify key topics in articles, notes, or descriptions.Skills mapping: visualise the most common skills across a team or candidate pool.",{"id":4371,"title":4220,"titles":4372,"content":4373,"level":236},"/support/tools/word-cloud#_6-tips",[601],"Choose the right field: text fields give you word-level analysis, while Select fields give you category-level counts.Filters apply: Word Cloud respects your current view filters, so you can analyse a subset of your data.Empty states: if the selected field has no text data, Word Cloud shows a message indicating no data is available.",{"id":4375,"title":4376,"titles":4377,"content":4378,"level":236},"/support/tools/word-cloud#_7-enabling-and-configuring-word-cloud","7. Enabling and configuring Word Cloud",[601],"Word Cloud is off by default. Select the collection, click the options menu (⋯), select Configure, then under Display, select Tools and turn on Word Cloud. See Enabling tools for the full walkthrough. Click the cog icon next to Word Cloud to set defaults for the collection: Default display - rotation, font, layout, and colour scheme.Default field - the field to visualise when the Word Cloud first opens.Maximum Words - the maximum number of words to display (10–500, default 100). Only the most frequent words up to this limit are shown. Using Kinabase's Word Cloud tool helps you explore your data in interactive, visual ways - spotting trends, analysing feedback, and understanding distributions at a glance. Read our guide on Tools to learn about other ways to explore your collection data. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":606,"title":605,"titles":4380,"content":4381,"level":885},[],"Learn how to use the Mind Map tool to explore hierarchical relationships between records in a collection. Mind Map visualises s and the relationships between them as an interactive node diagram. Each record becomes a node, connected to the other records it links to - ideal for exploring hierarchies, parent-child structures, and how records in a collection connect to one another. Visualise hierarchies: see parent-child relationships between records at a glance.Explore connections: follow how records link to one another without opening each one.Understand structure: make sense of complex, interconnected datasets quickly.Navigate large datasets: move through hundreds of related records visually instead of scrolling a list.",{"id":4383,"title":4171,"titles":4384,"content":4385,"level":236},"/support/tools/mind-map#_1-prerequisites",[605],"Your  needs at least one self-referencing record field - a  that links records in the collection back to other records in the same collection. For example, a Components collection with a record field also called Components, linking each component to the other components it's made from, can be used to build hierarchical relationships in the mind map.",{"id":4387,"title":4388,"titles":4389,"content":235,"level":236},"/support/tools/mind-map#_2-using-the-mind-map","2. Using the Mind Map",[605],{"id":4391,"title":4392,"titles":4393,"content":4394,"level":1175},"/support/tools/mind-map#_1-open-mind-map","1. Open Mind Map",[605,4388],"From your collection, click the Mind Map icon in the toolbar to open it in the side pane.",{"id":4396,"title":4397,"titles":4398,"content":4399,"level":1175},"/support/tools/mind-map#_2-interact-with-the-diagram","2. Interact with the diagram",[605,4388],"Click any node to open that record.Use the + and - buttons to zoom in and out.Drag the canvas to pan around.Click Fit to screen to automatically adjust the zoom and position so every node is in view.",{"id":4401,"title":4402,"titles":4403,"content":4404,"level":1175},"/support/tools/mind-map#_3-export-your-mind-map","3. Export your Mind Map",[605,4388],"Use the download menu in the toolbar to export the diagram as: SVG - vector format, ideal for resizing.PNG - image format, perfect for presentations.",{"id":4406,"title":2828,"titles":4407,"content":4408,"level":236},"/support/tools/mind-map#_3-example-uses",[605],"Organisation charts: show reporting lines and team hierarchies.Project planning: map tasks, milestones, and linked dependencies.Product architecture: visualise how components or services connect.Knowledge mapping: link related topics, documents, and concepts.",{"id":4410,"title":4411,"titles":4412,"content":4413,"level":236},"/support/tools/mind-map#_4-tips","4. Tips",[605],"Use a clear relationship field: Mind Map works best when your self-referencing record field represents an unambiguous parent-child or dependency structure.Filters apply: Mind Map respects your current view filters, so you can focus on specific branches or a subset of records.Empty states: if no records - or no valid relationships - match the current view, Mind Map shows an empty-state message.",{"id":4415,"title":4416,"titles":4417,"content":4418,"level":236},"/support/tools/mind-map#_5-enabling-mind-map","5. Enabling Mind Map",[605],"Mind Map is turned on by default, but only appears once your collection has a self-referencing record field. If you've added one and still don't see the icon, an admin may have turned the tool off. Select the collection, click the options menu (⋯), select Configure, then under Display, select Tools and check that Mind Map is switched on. See Enabling tools for the full walkthrough. Using Kinabase's Mind Map tool helps you explore your data in interactive, visual ways - spotting connections and understanding structure at a glance. Read our guide on Tools to learn about other ways to explore your collection data. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":610,"title":609,"titles":4420,"content":4421,"level":885},[],"Learn how to use Record Roulette to randomly pick records from your collection with an engaging spin wheel experience. Record Roulette is a fun, gamified tool that randomly selects one or more s from your  with an animated spinning wheel. Fair selection: randomly assign tasks, leads, or items to team members.Gamification: add fun to meetings, training, or team activities.Decision making: when you can't decide, let chance choose for you.Quality assurance: randomly sample records for review or audit.",{"id":4423,"title":4424,"titles":4425,"content":235,"level":236},"/support/tools/record-roulette#_1-using-record-roulette","1. Using Record Roulette",[609],{"id":4427,"title":4428,"titles":4429,"content":4430,"level":1175},"/support/tools/record-roulette#_1-open-record-roulette","1. Open Record Roulette",[609,4424],"From your collection, click the Record Roulette icon in the toolbar to open it in the side pane.",{"id":4432,"title":4433,"titles":4434,"content":4435,"level":1175},"/support/tools/record-roulette#_2-spin-the-wheel","2. Spin the wheel",[609,4424],"Click the large SPIN button in the centre of the screen. The wheel spins for a few seconds before revealing your randomly selected record(s).",{"id":4437,"title":4438,"titles":4439,"content":4440,"level":1175},"/support/tools/record-roulette#_3-view-the-results","3. View the results",[609,4424],"After the spin completes, you'll see \"You've picked…\" followed by the selected record(s). Click any result to view its full record details.",{"id":4442,"title":4443,"titles":4444,"content":4445,"level":1175},"/support/tools/record-roulette#_4-spin-again","4. Spin again",[609,4424],"To make another random selection, click Spin again in the toolbar.",{"id":4447,"title":4448,"titles":4449,"content":4450,"level":236},"/support/tools/record-roulette#_2-example-uses","2. Example uses",[609],"Lead distribution: fairly assign incoming leads to sales team members.Code review: randomly select commits or pull requests for detailed review.Training exercises: pick random scenarios or case studies for discussion.Prize draws: select winners from a collection of participants.Meeting icebreakers: randomly choose who presents first or answers a question.Quality sampling: select random products or records for quality checks.",{"id":4452,"title":4453,"titles":4454,"content":4455,"level":236},"/support/tools/record-roulette#_3-tips","3. Tips",[609],"Filters apply: Record Roulette respects your current view filters, so you can narrow the pool of records before spinning.Empty states: if no records match your current filters, Record Roulette shows a message indicating no records are available.Multiple picks: when selecting multiple records, each result is shown as a separate card.",{"id":4457,"title":4458,"titles":4459,"content":4460,"level":236},"/support/tools/record-roulette#_4-enabling-and-configuring-record-roulette","4. Enabling and configuring Record Roulette",[609],"Record Roulette is off by default. Select the collection, click the options menu (⋯), select Configure, then under Display, select Tools and turn on Record Roulette. See Enabling tools for the full walkthrough. Click the cog icon next to Record Roulette to configure it for the collection: Number of records to pick - how many records to randomly select with each spin (1–10).Title - the heading shown above the spin button (up to 50 characters). Leave blank to use the default \"Record Roulette\".Tagline - descriptive text below the title (up to 100 characters). The default tagline adapts based on your collection name and selection count.Feature cards - up to 3 cards below the spin button, each with an Icon, a Title (up to 30 characters), and a Description (up to 100 characters). Useful for explaining the purpose of Record Roulette in your context - for example, \"Winner gets first pick of tasks\" or \"Selected for quality review\". Using Kinabase's Record Roulette tool helps your team interact with data in a fun, engaging way - adding an element of chance to your workflows and decision-making. Read our guide on Tools to learn about other ways to explore your collection data. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":614,"title":613,"titles":4462,"content":4463,"level":885},[],"Learn how to use the Leaderboard tool to rank colleagues by a selected numeric field and highlight top performers on a podium. Leaderboard ranks s from your  using a selected numeric field from your records, so you can compare performance at a glance and highlight the top three on a podium. Track performance: rank colleagues using key metrics such as sales, completed tasks, or points.Highlight top performers: quickly identify your top three contributors.Support transparency: give teams a clear view of progress and outcomes.Drive engagement: add friendly competition to recurring goals.",{"id":4465,"title":4171,"titles":4466,"content":4467,"level":236},"/support/tools/leaderboard#_1-prerequisites",[613],"Your collection needs at least one colleague field and one numeric field.",{"id":4469,"title":4470,"titles":4471,"content":235,"level":236},"/support/tools/leaderboard#_2-using-leaderboard","2. Using Leaderboard",[613],{"id":4473,"title":4474,"titles":4475,"content":4476,"level":1175},"/support/tools/leaderboard#_1-open-leaderboard","1. Open Leaderboard",[613,4470],"From your collection, click the Leaderboard icon in the toolbar to open it in the side pane.",{"id":4478,"title":4479,"titles":4480,"content":4481,"level":1175},"/support/tools/leaderboard#_2-sort-by-ranking-fields","2. Sort by ranking fields",[613,4470],"Leaderboard shows your colleagues ranked by the default rank field and sort direction configured for the collection. Click a column header to change the sort field and direction.",{"id":4483,"title":4484,"titles":4485,"content":4486,"level":1175},"/support/tools/leaderboard#_3-view-the-rankings","3. View the rankings",[613,4470],"Results are ordered by your selected metric, with the top three colleagues shown on the podium.",{"id":4488,"title":4489,"titles":4490,"content":4491,"level":1175},"/support/tools/leaderboard#_4-refine-results","4. Refine results",[613,4470],"Apply collection filters to focus the leaderboard on a specific team, period, or subset of records.",{"id":4493,"title":2828,"titles":4494,"content":4495,"level":236},"/support/tools/leaderboard#_3-example-uses",[613],"Sales performance: rank reps by revenue, deals closed, or conversion totals.Service delivery: compare support team members by resolved tickets or response targets.Project execution: rank colleagues by completed tasks, story points, or milestones delivered.Quality tracking: surface top contributors by quality score or review outcomes.Engagement programs: track participation points for training, events, or internal initiatives.Workload visibility: see who is handling the highest volume of assigned work.",{"id":4497,"title":4411,"titles":4498,"content":4499,"level":236},"/support/tools/leaderboard#_4-tips",[613],"Use meaningful metrics: select a numeric field that directly matches what you want to compare.Filters apply: Leaderboard respects your current view filters, so you can rank specific teams or time periods.Check field quality: ensure colleague and numeric fields are consistently populated for accurate rankings.Record limit: Leaderboard displays a maximum of 500 records.",{"id":4501,"title":4502,"titles":4503,"content":4504,"level":236},"/support/tools/leaderboard#_5-enabling-and-configuring-leaderboard","5. Enabling and configuring Leaderboard",[613],"Leaderboard is off by default. Select the collection, click the options menu (⋯), select Configure, then under Display, select Tools and turn on Leaderboard. See Enabling tools for the full walkthrough. Leaderboard requires at least one colleague field and one numeric field in your collection. Click the cog icon next to Leaderboard to set default fields and ranking direction for the collection: Colleague field - the field to rank by.Value fields - the fields to display as value columns. You can select up to five.Rank field - the field used to rank colleagues.Sort direction - Highest to lowest or Lowest to highest. Click Save to apply your settings. These defaults apply whenever you open Leaderboard, but you can change the sort direction on the fly within the tool as well. Using Kinabase's Leaderboard tool helps your team interact with data in a fun, engaging way - adding an element of competition and visibility to your workflows and decision-making. Read our guide on Tools to learn about other ways to explore your collection data. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":619,"title":623,"titles":4506,"content":4507,"level":885},[],"Learn how files work in Kinabase - the Files tab on records, your storage options, and how to add file fields to a collection. Most collections need somewhere to keep supporting paperwork - contracts, photos, spreadsheets, certificates. Kinabase gives every  a Files tab for exactly this, plus dedicated file fields for when a specific document belongs to a specific field, like an attached invoice or a signed agreement.",{"id":4509,"title":4510,"titles":4511,"content":4512,"level":236},"/support/files-and-docs#_1-how-files-work-in-kinabase","1. How Files Work in Kinabase",[623],"There are two ways files attach to a record: A general-purpose attachment area for the record - a catch-all for any document related to it. A File or Files field on the record form, for attaching a specific document (e.g. a receipt) as part of the record's data. File fields work with either storage provider. The Files tab is available on both too, but it's read-only on Kinabase (built-in) storage - see below.",{"id":4514,"title":4515,"titles":4516,"content":4517,"level":236},"/support/files-and-docs#_2-choosing-your-file-storage","2. Choosing Your File Storage",[623],"Kinabase stores files with one of two providers, set organisation-wide under Settings → Integrations → File Storage: Files are stored directly in Kinabase, up to around 5 MB per file. Works with File/Files fields on records. The general Files tab is read-only, showing only a Set up file storage prompt. Connects to your Microsoft 365 tenant. Unlocks the Files tab on records, larger files, two-way sync with SharePoint, and creating Word, PowerPoint and Excel files directly from Kinabase. Read our SharePoint guide for full setup steps.",{"id":4519,"title":4520,"titles":4521,"content":4522,"level":1175},"/support/files-and-docs#_1-open-file-storage-settings","1. Open File Storage settings",[623,4515],"Go to Settings → Integrations → File Storage.",{"id":4524,"title":4525,"titles":4526,"content":4527,"level":1175},"/support/files-and-docs#_2-select-a-provider","2. Select a provider",[623,4515],"Under Storage Provider, select Kinabase (built-in) or SharePoint. Switching to SharePoint requires connecting your organisation to Microsoft 365 first.",{"id":4529,"title":4530,"titles":4531,"content":4532,"level":236},"/support/files-and-docs#_3-enabling-the-files-tab-for-a-collection","3. Enabling the Files Tab for a Collection",[623],"You'll need Configure permission for this collection. If you're unsure, ask your System admin. You can turn the Files tab on for a collection regardless of your storage provider. On Kinabase (built-in) storage it's read-only, showing only a Set up file storage prompt - connect SharePoint to upload, browse and create files from the tab.",{"id":4534,"title":2074,"titles":4535,"content":4536,"level":1175},"/support/files-and-docs#_1-open-collection-configuration",[623,4530],"In the sidebar, right-click a collection, or open it and click the options menu (⋯), then select Configure.",{"id":4538,"title":4539,"titles":4540,"content":4541,"level":1175},"/support/files-and-docs#_2-turn-on-files","2. Turn on Files",[623,4530],"Under the Features heading, select Files, then turn on Enable files for this collection. Every record in the collection now has a Files tab for uploading and reviewing files.",{"id":4543,"title":4544,"titles":4545,"content":4546,"level":1175},"/support/files-and-docs#_3-check-permissions","3. Check permissions",[623,4530],"Go to Permissions and verify which  can view or edit files for this collection. Without View access the Files tab is hidden; without Edit access, a colleague can see files but not upload or delete them. For a file that belongs to a specific field on the record, see Adding File Fields below.",{"id":4548,"title":4549,"titles":4550,"content":4551,"level":236},"/support/files-and-docs#_4-adding-file-fields","4. Adding File Fields",[623],"While the Files tab is a general catch-all, you can also add specific file fields to a record form - useful when a document is part of the record's data, not just an attachment.",{"id":4553,"title":4554,"titles":4555,"content":4556,"level":1175},"/support/files-and-docs#_1-add-the-field","1. Add the field",[623,4549],"In collection configuration, under Fields, click Add Field.",{"id":4558,"title":4559,"titles":4560,"content":4561,"level":1175},"/support/files-and-docs#_2-select-a-field-type","2. Select a field type",[623,4549],"Select File for a single upload (one PDF, one image), or Files for multiple uploads on the same field (e.g. several supporting documents for an invoice).",{"id":4563,"title":4564,"titles":4565,"content":4566,"level":1175},"/support/files-and-docs#_3-save-and-use","3. Save and use",[623,4549],"When creating or editing a record, colleagues can upload directly into the field. These files work with either storage provider, and also appear in the record's Files tab if it's enabled. Combine a file field with field validation to require an attachment, e.g. forcing an expense record to include a receipt image.",{"id":4568,"title":4569,"titles":4570,"content":4571,"level":236},"/support/files-and-docs#_5-uploading-and-managing-files","5. Uploading and Managing Files",[623],"Once the Files tab or a file field is available on a record:",{"id":4573,"title":4574,"titles":4575,"content":4576,"level":1175},"/support/files-and-docs#_1-drag-and-drop","1. Drag and drop",[623,4569],"Drag a file from your desktop directly onto the Files tab, or onto a file field. Kinabase shows a short upload spinner; on SharePoint, the file syncs to the matching folder automatically.",{"id":4578,"title":4579,"titles":4580,"content":4581,"level":1175},"/support/files-and-docs#_2-browse-for-a-file","2. Browse for a file",[623,4569],"Click Add, then From your device, browse to the file, and confirm.",{"id":4583,"title":4584,"titles":4585,"content":4586,"level":1175},"/support/files-and-docs#_3-create-an-office-document-sharepoint-only","3. Create an Office document (SharePoint only)",[623,4569],"In the Files tab, click Add and select Word, PowerPoint or Excel to create a blank document. It's added to the record's SharePoint folder immediately, ready to open and edit. To manage an existing file, click the ⋯ menu next to it: Open in your browser or desktop app (SharePoint only)Rename the file (not possible while it's open in an Office desktop app)Download a local copyDelete the file Files open externally, in your browser or the relevant desktop app - Kinabase doesn't have an in-app preview. Deleting a file on Kinabase (built-in) storage is permanent; on SharePoint it moves to your site's Deleted items.",{"id":4588,"title":4589,"titles":4590,"content":4591,"level":236},"/support/files-and-docs#_6-structuring-and-finding-files","6. Structuring and Finding Files",[623],"Folder structure: with SharePoint, each collection gets its own document library folder, and each record gets a subfolder inside it. With Kinabase (built-in) storage, files live directly against the record, with no folder hierarchy.Naming: encourage your team to use informative file names, e.g. \"Proposal - ClientName - 2025.docx\".Finding files: use the  (Cmd + K / Ctrl + K) or your collection's search to find the record, then open its Files tab to see everything attached.",{"id":4593,"title":4594,"titles":4595,"content":4596,"level":236},"/support/files-and-docs#_7-real-world-uses","7. Real-World Uses",[623],"Files in Kinabase are useful for anything a record needs to carry alongside its data: Add a multi-file field to attach supporting documents alongside a purchase or agreement.Require a receipt image on an expense record using a required file field.Capture equipment photos on-site and drag them into the Files tab, synced to SharePoint for easy reference.",{"id":4598,"title":4599,"titles":4600,"content":4601,"level":236},"/support/files-and-docs#_8-troubleshooting-tips","8. Troubleshooting Tips",[623],"Setting up files should be straightforward, but here are a few tips from our team: Kinabase (built-in) storage defaults to around 5 MB per file. SharePoint typically allows much larger files.If renaming a SharePoint-hosted file fails, make sure it isn't currently open in the Office desktop app.If you can't see or upload files, check your role's Files permission for the collection with your System admin.On Kinabase (built-in) storage, the Files tab only shows a Set up file storage prompt. Connect SharePoint to upload and manage files from the tab - see our SharePoint guide. Where next: SharePoint - connect Microsoft 365 for the Files tab, larger files and desktop editingDocument Templates - generate PDFs and printable documents from your recordsPage Layouts - reusable layouts for your document templates Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":626,"title":625,"titles":4603,"content":4604,"level":885},[],"Learn how to enable SharePoint for file storage and manage files in Kinabase. This guide shows you how to enable SharePoint for file storage, store and open files in desktop Office applications, and understand how Kinabase manages your files. To use SharePoint with Kinabase, you must first connect your organisation to Microsoft 365. See our Connecting to Microsoft 365 guide.",{"id":4606,"title":4607,"titles":4608,"content":4609,"level":236},"/support/files-and-docs/sharepoint#_1-how-sharepoint-integration-works","1. How SharePoint Integration Works",[625],"When you enable SharePoint as your file storage provider: Kinabase automatically creates a folder for each collection in your SharePoint document library. When you upload files to a record, a folder for that record is created within the collection folder. You can upload files from either Kinabase or SharePoint. Files uploaded in SharePoint appear in Kinabase, and files uploaded in Kinabase appear in SharePoint. Files are stored directly in your SharePoint document library. Kinabase does not duplicate files - it references them from SharePoint.",{"id":4611,"title":4612,"titles":4613,"content":235,"level":236},"/support/files-and-docs/sharepoint#_2-enabling-sharepoint-for-file-storage","2. Enabling SharePoint for File Storage",[625],{"id":4615,"title":4616,"titles":4617,"content":4618,"level":1219},"/support/files-and-docs/sharepoint#prerequisites","Prerequisites",[625,4612],"Before enabling SharePoint: Your Kinabase organisation must be connected to Microsoft 365 via Settings → System → Identity & Provisioning.Kinabase must have permissions to access SharePoint. If permissions are missing, your Microsoft 365 administrator will need to grant additional consent.",{"id":4620,"title":4621,"titles":4622,"content":4623,"level":1219},"/support/files-and-docs/sharepoint#steps-to-enable-sharepoint","Steps to enable SharePoint",[625,4612],"Go to Settings → Integrations → File Storage.Under Storage Provider, select SharePoint from the dropdown (replacing Kinabase (built-in)).If you see a message that Kinabase does not have permissions to access SharePoint, click Continue to grant the required permissions via Microsoft.Once permissions are granted, select the SharePoint document library you want to use.Click Update to save your settings. We recommend using an empty or dedicated SharePoint document library. Kinabase will manage the folder structure within this library, creating folders for collections and records.",{"id":4625,"title":4626,"titles":4627,"content":4628,"level":236},"/support/files-and-docs/sharepoint#_3-configuring-a-collection-for-files","3. Configuring a Collection for Files",[625],"Even with SharePoint enabled, each collection must be configured to show the Files tab: Right-click the collection name in the sidebar, or click the options menu (⋯) and select Configure.Under the Features heading, select Files.Turn on Enable files for this collection. Each record in this collection will now have a Files tab where users can upload and view files.",{"id":4630,"title":4631,"titles":4632,"content":4633,"level":1219},"/support/files-and-docs/sharepoint#customising-folder-names","Customising folder names",[625,4626],"Once files are enabled and an external file storage provider is connected, you can select how each record's folder is named. Under Folder Naming in the collection's Files settings: Select a Name field from the list of eligible fields, or leave it on the default primary field. Only fields visible to everyone are listed, so folder names cannot leak restricted data.Select ID placement, either At the start or At the end, to control where the unique record ID appears.Review the Folder created preview to see exactly how new folders will look.Save your changes. Existing folders are renamed automatically the next time each record is updated. Kinabase always includes the record ID to prevent duplicate folder names. If you select a field with restricted read permissions, you will see a warning explaining that its values will be visible in folder names.",{"id":4635,"title":4636,"titles":4637,"content":4638,"level":236},"/support/files-and-docs/sharepoint#_4-adding-managing-files","4. Adding & Managing Files",[625],"Open a record in your collection.Click the Files tab (if files are enabled for this collection).Drag and drop files onto the tab, or click Add file to upload from your computer. Files are automatically stored in the corresponding SharePoint folder. The folder structure is: [Document Library]\n└── [Collection Name]\n    └── [Record Name or ID]\n        └── your-file.docx You can create new Word, Excel, or PowerPoint documents directly from Kinabase. Click the New button in the Files tab and select the document type. These are instantly created in SharePoint.",{"id":4640,"title":4641,"titles":4642,"content":4643,"level":236},"/support/files-and-docs/sharepoint#_5-exporting-folder-paths","5. Exporting Folder Paths",[625],"You can export a CSV of the expected SharePoint folder paths for every record in a collection. This is useful for pre-creating folders, auditing your folder structure, or planning changes to your folder naming convention. Open the collection's Configure page and go to Files.In the Folder Naming panel, click the ⋯ menu and select Export folder list.Review the dialog, which confirms the CSV includes a TargetDirectory column and the same columns as a standard record export. No records or folders will be created, renamed, or updated.Click Download CSV. The file is saved as [collection-name]-file-target-directories-[date].csv. The export only includes records you have permission to view and export, and is gated by bulk-export rights. Each export is logged against the collection with the record count. Hand the CSV to your SharePoint administrator so they can provision folders before anyone uploads files, ensuring documents land in the correct place from day one.",{"id":4645,"title":4646,"titles":4647,"content":4648,"level":236},"/support/files-and-docs/sharepoint#_6-opening-files-in-desktop-apps","6. Opening Files in Desktop Apps",[625],"You can open files in the browser by selecting Open in browser from the ⋯ menu, which uses the web versions of Office applications. With SharePoint enabled, you can open Office documents directly in desktop applications: In the Files tab of a record, find the file you want to open.Click the ⋯ menu next to the file, or right-click on the file.Select Open → Open in desktop app.\n(You can also select Open in browser to use the web versions of Office apps, but desktop apps preserve full functionality.)The file opens in Word, Excel, or PowerPoint on your computer.Make your changes and save as usual. Changes are automatically synced to SharePoint, and will be reflected in Kinabase. Desktop Office applications offer more advanced features (such as macros, complex formatting, and specialised tools) than the web versions. Opening files in desktop apps preserves all functionality. Sometimes you just want to open the SharePoint folder: You can also click to \"Show in enclosing folder\" which will open the SharePoint folder in your browser, so you can manage files directly.",{"id":4650,"title":4651,"titles":4652,"content":4653,"level":236},"/support/files-and-docs/sharepoint#_7-file-management-features","7. File Management Features",[625],"Uploading or modifying a file in Kinabase updates SharePoint, and changes made in SharePoint appear in Kinabase. Kinabase creates and manages folders automatically. When you rename a record, the corresponding folder in SharePoint is also renamed. SharePoint's native version history is preserved, allowing you to view and restore previous versions of files directly from SharePoint. SharePoint typically supports larger file uploads than Kinabase's built-in storage, making it ideal for video files and other large media.",{"id":4655,"title":4656,"titles":4657,"content":4658,"level":236},"/support/files-and-docs/sharepoint#_8-changing-or-disabling-sharepoint","8. Changing or Disabling SharePoint",[625],"If you need to change your SharePoint document library or switch back to Kinabase's built-in storage: Go to Settings → Integrations → File Storage.Select a different library, or change Storage Provider back to Kinabase (built-in).You will see a confirmation warning. Click Update to confirm. Important: When you change SharePoint libraries or switch providers, existing files in the previous location will not be automatically moved. You can still access them directly in SharePoint, but they will no longer be linked to Kinabase records.",{"id":4660,"title":4661,"titles":4662,"content":4663,"level":236},"/support/files-and-docs/sharepoint#_9-troubleshooting","9. Troubleshooting",[625],"If you see a message that your organisation is not connected to Microsoft, go to Settings → System → Identity & Provisioning and enable Microsoft 365 sign-in first.If Kinabase cannot access SharePoint, your Microsoft 365 administrator needs to grant additional permissions. Click Continue on the permissions message to initiate the consent flow.Ensure you have the correct Office desktop applications installed and are signed into the same Microsoft 365 account used with Kinabase.If files uploaded in SharePoint are not appearing in Kinabase, check that the files are in the correct folder structure (collection folder → record folder). Files placed in the wrong location will not be linked to records.Users need appropriate permissions in both Kinabase and SharePoint to access files. Check the user's Kinabase role permissions for the collection, and their SharePoint library permissions. Integrating SharePoint with Kinabase gives you a unified file management experience, combining Kinabase's data management with the collaborative editing and storage features of Microsoft 365. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":630,"title":629,"titles":4665,"content":4666,"level":885},[],"Learn how to create, edit, and use document templates in Kinabase to generate professional documents like purchase orders, labels, and delivery notes. s let you create standardised documents that automatically merge with your  data. Perfect for generating purchase orders, labels, delivery notes, invoices, and other professional documents with consistent formatting.",{"id":4668,"title":4669,"titles":4670,"content":4671,"level":236},"/support/files-and-docs/document-templates#_1-what-are-document-templates","1. What Are Document Templates?",[629],"Document templates are pre-designed layouts that combine: Fixed content: Text, images, and formatting that stays the sameDynamic fields: Placeholders that pull data from your recordsCharts: Live charts from your  reportsBrand styling: Colours and typography from your Brand Guide When you print or generate a document, Kinabase automatically fills in the field values from the selected record, creating a polished, professional output.",{"id":4673,"title":4674,"titles":4675,"content":4676,"level":1219},"/support/files-and-docs/document-templates#common-uses","Common uses",[629,4669],"Purchase Orders - Automatically generate purchase orders with supplier details, line items, and totals.Delivery Notes - Create packing slips and delivery documentation from order records.Labels - Print product labels, asset tags, or equipment identifiers with QR codes.Certificates - Generate training certificates, compliance documents, or quality approvals.Quotations and Proposals - Create branded proposals with customer details, pricing, and charts automatically filled in.",{"id":4678,"title":4679,"titles":4680,"content":235,"level":236},"/support/files-and-docs/document-templates#_2-creating-a-document-template","2. Creating a Document Template",[629],{"id":4682,"title":4683,"titles":4684,"content":4685,"level":1219},"/support/files-and-docs/document-templates#access-the-templates-section","Access the Templates Section",[629,4679],"Select the  from the sidebar.Click the options menu (⋯) in the top-right corner and select Configure, or right-click the collection name and select Configure.Under the Documents section, click Templates.",{"id":4687,"title":4688,"titles":4689,"content":4690,"level":1219},"/support/files-and-docs/document-templates#add-a-new-template","Add a New Template",[629,4679],"Click the Add button to create a new template.Fill in the template details:\nIcon: Select an icon to represent your template.Title: Give your template a descriptive name (e.g., 'Purchase Order', 'Delivery Label').Description: Optionally add a description to help users understand when to use this template.Brand: Select which Brand Guide identity the template should use.Click Add. Your template is created and you can now edit its contents.",{"id":4692,"title":4693,"titles":4694,"content":235,"level":236},"/support/files-and-docs/document-templates#_3-editing-a-document-template","3. Editing a Document Template",[629],{"id":4696,"title":4697,"titles":4698,"content":4699,"level":1219},"/support/files-and-docs/document-templates#open-the-editor","Open the Editor",[629,4693],"From the templates list, click Edit (pencil icon) next to your template to open the document editor.",{"id":4701,"title":4702,"titles":4703,"content":4704,"level":1219},"/support/files-and-docs/document-templates#the-editor-interface","The Editor Interface",[629,4693],"The document editor has four main areas: Toolbar (top): Formatting tools and element insertionPage List (left): Thumbnail view of all pagesCanvas (centre): The main editing areaProperties Sidebar (right): Settings for selected elements",{"id":4706,"title":4707,"titles":4708,"content":4709,"level":1219},"/support/files-and-docs/document-templates#text-formatting","Text Formatting",[629,4693],"The toolbar provides comprehensive text formatting options: Text styles: Paragraph, Heading 1, Heading 2, Heading 3Character formatting: Bold, Italic, Underline, StrikethroughAlignment: Left, Centre, Right, JustifyLists: Bullet points, Numbered listsIndentation: Increase or decrease indentColours: Text colour and highlight colour",{"id":4711,"title":4712,"titles":4713,"content":4714,"level":1219},"/support/files-and-docs/document-templates#inserting-dynamic-fields","Inserting Dynamic Fields",[629,4693],"To insert data from your records into the template: In any text area, type the @ symbol.An autocomplete dropdown appears showing all available  from your collection. Use the search box to filter or scroll through the list.Select the field to insert it at the cursor position. The field appears as a highlighted placeholder that will be replaced with actual data when the document is generated. You can insert various types of dynamic content: Record fields: Any field from your collection (text, numbers, dates, etc.)Related records: Fields from linked collectionsSignatures: Capture signatures from workflow actionsComputed values: Calculated fields and aggregations",{"id":4716,"title":4717,"titles":4718,"content":4719,"level":1219},"/support/files-and-docs/document-templates#adding-elements","Adding Elements",[629,4693],"Click the + button in the toolbar to insert additional elements: Tables: Standard tables for structured dataData Tables: Dynamic tables linked to lists or related recordsCharts: Live charts from your dashboard reports (see Embedding Charts below)Images: Upload and embed imagesQR Codes: Auto-generated or custom URL QR codesText Boxes: Positioned text elements on the pageLogos: Your organisation's logo from the Brand GuideHorizontal Rules: Visual dividersSignatures: Signature fields for workflow actionsFields: Dynamic field placeholders",{"id":4721,"title":4722,"titles":4723,"content":4724,"level":1219},"/support/files-and-docs/document-templates#embedding-charts","Embedding Charts",[629,4693],"You can embed live  from your  directly into document templates. Charts render with current data each time a document is generated, so your documents always reflect the latest figures. Line, bar, pie, and scatter charts are all supported.",{"id":4726,"title":4727,"titles":4728,"content":4729,"level":1175},"/support/files-and-docs/document-templates#adding-a-chart","Adding a chart",[629,4693,4722],"Click the + button in the toolbar and select Chart.In the Configure Chart modal, select a report from the dropdown. Reports are grouped into Dashboard Reports, Collection Reports, and Record Reports.Select the specific chart you want to embed, then click Save.Resize or reposition the chart on the page as needed.",{"id":4731,"title":4732,"titles":4733,"content":4734,"level":1175},"/support/files-and-docs/document-templates#changing-a-chart","Changing a chart",[629,4693,4722],"To change the chart after inserting it, select the chart element and click Configure Chart in the Properties Sidebar.",{"id":4736,"title":1321,"titles":4737,"content":4738,"level":1175},"/support/files-and-docs/document-templates#permissions",[629,4693,4722],"Only reports visible to Everyone are available for embedding. If a report is missing from the list, ask an admin to check its dashboard permissions. This ensures that no colleague is locked out of editing a shared template because it references a chart they cannot access.",{"id":4740,"title":4741,"titles":4742,"content":4743,"level":1219},"/support/files-and-docs/document-templates#managing-pages","Managing Pages",[629,4693],"Add page: Click Add Page in the page list to create additional pagesReorder pages: Drag pages in the sidebar to change their orderDelete page: Right-click a page thumbnail to remove it",{"id":4745,"title":4746,"titles":4747,"content":4748,"level":1219},"/support/files-and-docs/document-templates#canvas-controls","Canvas Controls",[629,4693],"Zoom: Use the zoom controls to adjust your viewMargin guides: Toggle guides to see the printable areaSidebar: Show or hide the properties panel",{"id":4750,"title":4751,"titles":4752,"content":4753,"level":1219},"/support/files-and-docs/document-templates#positioning-elements-with-arrow-keys","Positioning Elements with Arrow Keys",[629,4693],"For elements set to In front of text mode (text boxes, images, charts, logos, and QR codes), you can use arrow keys for precise positioning: Select the element you want to move on the canvas.Press any arrow key to nudge the element by a tiny increment in that direction.Hold Shift while pressing an arrow key to move the element in a larger step instead, useful for covering larger distances quickly.If the Alignment Grid is enabled, elements will automatically snap to grid lines, page edges, and nearby elements as you nudge. The grid appears briefly to confirm the snap.Hold Alt (Option on Mac) while pressing an arrow key to bypass snapping entirely and place the element exactly where you want it. Arrow key nudging only works for elements in In front of text mode. Inline elements cannot be nudged.",{"id":4755,"title":4756,"titles":4757,"content":4758,"level":236},"/support/files-and-docs/document-templates#_4-duplicating-a-document-template","4. Duplicating a Document Template",[629],"You can duplicate any existing template to create a copy with all its content, formatting, icon, description, and brand settings. From the templates list, right-click on the template you want to copy, or click the ⋯ menu.Select Duplicate.The new template appears in the list with \"(copy)\" appended to the original name. If copies already exist, Kinabase adds a number - for example, \"(copy 2)\", \"(copy 3)\". Duplicated templates are a fast way to create variations of an existing layout. For example, you might duplicate a purchase order template to create supplier-specific versions, changing only the details that differ. You need Configure permission on the collection to duplicate templates.",{"id":4760,"title":4761,"titles":4762,"content":235,"level":236},"/support/files-and-docs/document-templates#_5-using-document-templates","5. Using Document Templates",[629],{"id":4764,"title":4765,"titles":4766,"content":4767,"level":1219},"/support/files-and-docs/document-templates#printing-from-a-record","Printing from a Record",[629,4761],"Open the record you want to generate a document for.Click the ⋯ menu in the top-right corner of the record details.Select Print. The print preview opens showing available templates.Use the tabs or dropdown to select the template you want.Click Print to send to your printer, or save as PDF.",{"id":4769,"title":4770,"titles":4771,"content":4772,"level":1219},"/support/files-and-docs/document-templates#batch-printing","Batch Printing",[629,4761],"You can print multiple records using the same template: In your collection view, select multiple records using the checkboxes.Click the ⋯ menu, or right-click, to access bulk options.Select Print and select your template to generate documents for all selected records. The system shows progress as \"X of Y records loaded\" during batch operations.",{"id":4774,"title":4775,"titles":4776,"content":4777,"level":1219},"/support/files-and-docs/document-templates#label-printing","Label Printing",[629,4761],"For label templates, Kinabase supports Zebra label printers in addition to standard printers. Configure your printer preferences in the print dialog.",{"id":4779,"title":4780,"titles":4781,"content":4782,"level":236},"/support/files-and-docs/document-templates#_6-generating-pdfs-automatically","6. Generating PDFs Automatically",[629],"Document templates can be used with  to generate a PDF automatically - for example, emailing a signed purchase order as soon as a workflow stage changes to \"Approved\". Go to Settings → Operations → Automations.Create or edit an automation and add a trigger (e.g., Stage Change).Add the Generate PDF document step, then select which Document Template to use and where the PDF should be saved - a record's file store, a specific file field, or emailed straight out without being stored. Read our Automation Steps guide for the full Generate PDF document configuration, including dynamic filenames and archiving previous versions.",{"id":4784,"title":4785,"titles":4786,"content":4787,"level":236},"/support/files-and-docs/document-templates#_7-brand-integration","7. Brand Integration",[629],"Document templates automatically apply styling from your Brand Guide: Typography: Headings and paragraph styles use your brand fontsColours: Access your brand colour paletteLogo: Insert your organisation logo Read our Brand Guide documentation for details on configuring your brand identity.",{"id":4789,"title":4790,"titles":4791,"content":4792,"level":236},"/support/files-and-docs/document-templates#_8-best-practices","8. Best Practices",[629],"Keep it simple - Start with essential information and add complexity as needed.Test with real data - Preview templates with actual records to ensure fields and charts display correctly.Consider print margins - Use margin guides to ensure content doesn't get cut off when printing.Use consistent naming - Give templates clear, descriptive names so users know which to select.Leverage data tables - Use data tables for line items or related records instead of manual entry.Use charts for impact - Embed dashboard charts in proposals and reports to let the data speak for itself.",{"id":4794,"title":4661,"titles":4795,"content":235,"level":236},"/support/files-and-docs/document-templates#_9-troubleshooting",[629],{"id":4797,"title":4798,"titles":4799,"content":4800,"level":1219},"/support/files-and-docs/document-templates#fields-showing-placeholder-text","Fields showing placeholder text",[629,4661],"Ensure you're viewing the template with a record selected. Field placeholders only populate when generating for a specific record.",{"id":4802,"title":4803,"titles":4804,"content":4805,"level":1219},"/support/files-and-docs/document-templates#fonts-not-displaying-correctly","Fonts not displaying correctly",[629,4661],"Brand fonts may need a moment to load. Refresh the page or check your Brand Guide configuration.",{"id":4807,"title":4808,"titles":4809,"content":4810,"level":1219},"/support/files-and-docs/document-templates#cant-see-templates-option","Can't see Templates option",[629,4661],"You need Configure permission on the collection to manage templates. Ask your System admin.",{"id":4812,"title":4813,"titles":4814,"content":4815,"level":1219},"/support/files-and-docs/document-templates#pdf-not-generating-in-automation","PDF not generating in automation",[629,4661],"Check the automation history logs for errors. Ensure the template exists and all required fields are available.",{"id":4817,"title":4818,"titles":4819,"content":4820,"level":1219},"/support/files-and-docs/document-templates#chart-not-appearing-in-the-list","Chart not appearing in the list",[629,4661],"Only reports visible to Everyone can be embedded in document templates. Ask an admin to check the dashboard permissions for the report you're looking for. Document templates help your organisation maintain professional, consistent documentation while saving time on repetitive document creation. Combine them with automations to fully streamline your document workflows, and with Page Layouts to reuse the same page design across multiple templates. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":634,"title":633,"titles":4822,"content":4823,"level":885},[],"Learn how to create and manage reusable page layouts in Kinabase, and apply them to your document templates. If several of your s share the same page design - a standard cover sheet, a terms-and-conditions page, a branded header layout - you don't need to rebuild it each time. A  lets you design that page once and reuse it across as many templates as you like. Page Layouts are available on the Max plan, as part of the Document Editor. If you can't see this pane, ask your System admin to check your organisation's plan.",{"id":4825,"title":4826,"titles":4827,"content":4828,"level":236},"/support/files-and-docs/page-layouts#_1-managing-page-layouts","1. Managing Page Layouts",[633],"Page layouts are organisation-wide, so they're managed centrally rather than per collection. You'll need to be a System admin to manage Page Layouts.",{"id":4830,"title":4831,"titles":4832,"content":4833,"level":1175},"/support/files-and-docs/page-layouts#_1-open-page-layouts-settings","1. Open Page Layouts settings",[633,4826],"Go to Settings → Organisation → Page Layouts.",{"id":4835,"title":4836,"titles":4837,"content":4838,"level":1175},"/support/files-and-docs/page-layouts#_2-review-existing-layouts","2. Review existing layouts",[633,4826],"Each layout in the list shows its icon, title and description.",{"id":4840,"title":4841,"titles":4842,"content":4843,"level":1175},"/support/files-and-docs/page-layouts#_3-add-a-layout","3. Add a layout",[633,4826],"Click Add Layout. In the Add page layout dialog, set an Icon, Title and, optionally, a Description, then click Add. Your new layout starts empty - the next step is to design its content in the editor.",{"id":4845,"title":4846,"titles":4847,"content":235,"level":236},"/support/files-and-docs/page-layouts#_2-designing-a-layout","2. Designing a Layout",[633],{"id":4849,"title":4850,"titles":4851,"content":4852,"level":1175},"/support/files-and-docs/page-layouts#_1-open-the-layout-editor","1. Open the layout editor",[633,4846],"From the Page Layouts list, click Edit next to the layout you want to design. This opens the same editor used for document templates, in layout mode.",{"id":4854,"title":4855,"titles":4856,"content":4857,"level":1175},"/support/files-and-docs/page-layouts#_2-add-content","2. Add content",[633,4846],"Use the editor's toolbar to add text, tables, images, your logo, and s in exactly the same way you would in a document template - see Document Templates for the full editor reference, including how the @ picker inserts fields.",{"id":4859,"title":4860,"titles":4861,"content":4862,"level":1175},"/support/files-and-docs/page-layouts#_3-design-multiple-variations-optional","3. Design multiple variations (optional)",[633,4846],"A single layout can hold more than one page variation, for cases where a page's content might spill onto extra sheets - for example, a line-items table that sometimes needs a continuation page. Changes to a layout save automatically as you work.",{"id":4864,"title":4865,"titles":4866,"content":4867,"level":236},"/support/files-and-docs/page-layouts#_3-applying-a-layout-to-a-document-template","3. Applying a Layout to a Document Template",[633],"Once you have at least one page layout, it becomes available whenever you add or update a page inside a document template's editor.",{"id":4869,"title":4870,"titles":4871,"content":4872,"level":1175},"/support/files-and-docs/page-layouts#_1-add-a-page-using-a-layout","1. Add a page using a layout",[633,4865],"In a document template, click Add Page. If any page layouts exist, you'll see a Custom Layouts section in the dropdown alongside the plain Blank option - select the layout you want.",{"id":4874,"title":4875,"titles":4876,"content":4877,"level":1175},"/support/files-and-docs/page-layouts#_2-change-a-pages-layout","2. Change a page's layout",[633,4865],"With a page selected, open the Page Layout section in the sidebar and select a different layout, or None to detach it.",{"id":4879,"title":4880,"titles":4881,"content":4882,"level":1175},"/support/files-and-docs/page-layouts#_3-update-a-page-from-its-layout","3. Update a page from its layout",[633,4865],"If you edit the layout later, existing pages built from it don't update automatically. Open the page, then click Update from Layout next to the Page Layout dropdown to pull in the latest design. If the layout's page size doesn't match the document's, Kinabase asks whether to update the document's page size to match.",{"id":4884,"title":4885,"titles":4886,"content":4887,"level":236},"/support/files-and-docs/page-layouts#_4-editing-and-removing-layouts","4. Editing and Removing Layouts",[633],"From the Page Layouts list, click the options menu (⋯) next to a layout for: Properties - update the icon, title or descriptionEdit - open the layout in the editorDelete - permanently remove the layout Deleting a layout doesn't change pages already built from it in existing templates - it only removes the layout itself, and the option to apply or update from it going forward.",{"id":4889,"title":4890,"titles":4891,"content":4892,"level":236},"/support/files-and-docs/page-layouts#_5-best-practices","5. Best Practices",[633],"Standardise repeat pages - build a layout for anything that appears across multiple templates, like cover pages or terms and conditions.Name layouts clearly - use descriptive titles so colleagues pick the right one when adding a page.Keep branding centralised - combine layouts with your Brand Guide so a single style update flows through to every template that uses them. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":638,"title":642,"titles":4894,"content":4895,"level":885},[],"Learn the four ways Kinabase works with email - logging inbound messages, the Outlook add-in, sending from records, and automated emails. Email is where most business conversations happen. Kinabase keeps those conversations attached to the right  - so a client's history, a supplier's quotes, or a project's decisions all live alongside your data instead of getting lost in an inbox. There are four ways email works with Kinabase. You can mix and match them to suit how your team works.",{"id":4897,"title":4898,"titles":4899,"content":4900,"level":236},"/support/emails#_1-log-incoming-emails-by-forwarding","1. Log incoming emails by forwarding",[642],"Forward an email (or CC/BCC a Kinabase address) and it is logged as an  against the matching record. This is the quickest way to keep a record's timeline complete without copying and pasting. Forward emails to a specific record, or to your contacts automatically.",{"id":4902,"title":4903,"titles":4904,"content":4905,"level":236},"/support/emails#_2-work-from-outlook-with-the-add-in","2. Work from Outlook with the add-in",[642],"The Link to Kinabase add-in brings Kinabase into Outlook. As you read an email, it shows matching contacts and organisations, lets you log the email as an activity, and can create new records - without leaving your inbox. For System admins - turn the add-in on and install it in Outlook. Sign in, log emails as activities, and add contacts from your inbox.",{"id":4907,"title":4908,"titles":4909,"content":4910,"level":236},"/support/emails#_3-send-emails-from-a-record","3. Send emails from a record",[642],"Select one or more records and send an email straight from Kinabase - either through your own email app or from a shared address, with each message logged against its record. Send from your own email app or from a shared address, to up to 1,000 recipients.",{"id":4912,"title":4913,"titles":4914,"content":4915,"level":236},"/support/emails#_4-send-automated-emails","4. Send automated emails",[642],"Connect a shared email address, then let Kinabase send on your behalf - as part of an , or from a record. Shared addresses use your own email provider, so messages come from your domain. For System admins - connect a shared email address to send from Kinabase. Automated emails are configured with the Send an email step inside an automation. See Automation steps for how to set the recipients, subject, and content.",{"id":4917,"title":3447,"titles":4918,"content":4919,"level":236},"/support/emails#before-you-start",[642],"Most of the settings behind these features live in one place: Settings → Integrations → Email Integration. That is where you tell Kinabase which collections hold your contacts and organisations, and where you turn on the Outlook add-in. For System admins - map your Contacts and Organisations collections. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":645,"title":644,"titles":4921,"content":4922,"level":885},[],"Set up the Email Integration settings pane - map your Contacts and Organisations collections and turn on the Outlook add-in. The Email Integration settings pane is where you connect Kinabase to your email. It tells Kinabase which  represents the people you email, which one represents the companies they work for, and whether your team can use the Outlook add-in. Getting this right is what makes automatic email matching work: when someone forwards an email, or uses the Outlook add-in, Kinabase uses these mappings to find the right . You'll need to be a System admin to change these settings. Email Integration is part of your plan's integration features - if you can't see it, contact our support team to check your plan.",{"id":4924,"title":4925,"titles":4926,"content":4927,"level":236},"/support/emails/email-integration#_1-open-email-integration","1. Open Email Integration",[644],"Go to Settings → Integrations → Email Integration. The pane has three parts: Email Forwarding (information about your forwarding addresses), Contacts and Organisations (the collection mappings), and Enable Outlook add-in (where you turn the add-in on for your team).",{"id":4929,"title":4930,"titles":4931,"content":4932,"level":236},"/support/emails/email-integration#_2-map-your-contacts-collection","2. Map your Contacts collection",[644],"Your Contacts collection is the collection that represents the people you communicate with - often called \"Contacts\", \"People\", or \"Clients\". Mapping it lets Kinabase match an email address to a person.",{"id":4934,"title":4935,"titles":4936,"content":4937,"level":1175},"/support/emails/email-integration#_1-select-your-contacts-collection","1. Select your Contacts collection",[644,4930],"Under Contacts, select the collection that holds your people records.",{"id":4939,"title":4940,"titles":4941,"content":4942,"level":1175},"/support/emails/email-integration#_2-map-the-name-field","2. Map the Name field",[644,4930],"Select the  that holds each person's name.",{"id":4944,"title":4945,"titles":4946,"content":4947,"level":1175},"/support/emails/email-integration#_3-map-the-email-field","3. Map the Email field",[644,4930],"Select the email field that holds each person's email address. Your Contacts collection must have an email field for matching to work. Without one, Kinabase has no way to link an incoming email to a person.",{"id":4949,"title":4950,"titles":4951,"content":4952,"level":236},"/support/emails/email-integration#_3-map-your-organisations-collection","3. Map your Organisations collection",[644],"Mapping an Organisations collection lets Kinabase match an email domain (for example, @acme.com) to a company record. This is optional - if you deal directly with individuals, you can skip it and work with contacts only. The Organisations section only appears once you have mapped Contacts.",{"id":4954,"title":4955,"titles":4956,"content":4957,"level":1175},"/support/emails/email-integration#_1-select-your-organisations-collection","1. Select your Organisations collection",[644,4950],"Under Organisations, select the collection that holds your company records.",{"id":4959,"title":4940,"titles":4960,"content":4961,"level":1175},"/support/emails/email-integration#_2-map-the-name-field-1",[644,4950],"Select the field that holds each organisation's name.",{"id":4963,"title":4964,"titles":4965,"content":4966,"level":1175},"/support/emails/email-integration#_3-map-the-website-field","3. Map the Website field",[644,4950],"Select the website field that holds each organisation's web address. Kinabase uses this to match an email domain to the right organisation. For organisation matching to work, the Organisations collection needs a website field, and your Contacts collection must reference it - usually through a linked collection field pointing from a contact to their organisation. See Linked collection fields.",{"id":4968,"title":4969,"titles":4970,"content":4971,"level":236},"/support/emails/email-integration#_4-turn-on-the-outlook-add-in","4. Turn on the Outlook add-in",[644],"The same pane holds the Enable Outlook add-in setting. Turn on Allow users to use Outlook add-in so your team can install and use the Link to Kinabase add-in in Outlook. This requires a Microsoft 365 connection. If Microsoft 365 is not connected, the toggle is unavailable and you'll see a message explaining that your organisation must have Microsoft 365 integration enabled. See Connecting to Microsoft 365. For the full setup, see Set up the Outlook add-in.",{"id":4973,"title":4974,"titles":4975,"content":4976,"level":236},"/support/emails/email-integration#what-this-enables","What this enables",[644],"Once your collections are mapped, the rest of Kinabase's email features can find the right records: Email forwarding to inbox@kinabase.email matches messages to your contacts and organisations. See Email forwarding.The Outlook add-in shows matching contacts and organisations as you read an email. See Using the Outlook add-in. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":108,"title":648,"titles":4978,"content":4979,"level":885},[],"Forward emails to a specific record or to your contacts automatically, and learn what happens when a forward succeeds or fails. Much of your business happens over email. Email forwarding lets you log those messages as  entries against your records - so the conversation lives alongside the data, and your colleagues can see it too. There's nothing to install: you forward an email to a special address, and Kinabase files it for you. There are two forwarding addresses you can use: A record's own address - files the email against that exact . Works for any collection, with no setup.inbox@kinabase.email - matches the email to your contacts automatically. Requires your Contacts collection to be mapped first.",{"id":4981,"title":4982,"titles":4983,"content":4984,"level":236},"/support/emails/email-forwarding#_1-forward-to-a-specific-record","1. Forward to a specific record",[648],"Every record has its own forwarding address in this format: {collection-slug}+{recordId}@kinabase.email For example, to file an email against record 42 in your Projects collection, the address is projects+42@kinabase.email.",{"id":4986,"title":4987,"titles":4988,"content":4989,"level":1175},"/support/emails/email-forwarding#_1-open-the-records-activities-tab","1. Open the record's Activities tab",[648,4982],"Open the record in Kinabase and go to its Activities tab.",{"id":4991,"title":4992,"titles":4993,"content":4994,"level":1175},"/support/emails/email-forwarding#_2-copy-the-forwarding-address","2. Copy the forwarding address",[648,4982],"Click Email forwarding to open the popover, then copy the address shown. This is the most reliable way to get the address - you don't have to work out the collection slug or record ID yourself.",{"id":4996,"title":4997,"titles":4998,"content":4999,"level":1175},"/support/emails/email-forwarding#_3-forward-your-email","3. Forward your email",[648,4982],"In your email app, forward the message (or add the address to CC or BCC) and send. Kinabase logs it as an activity on that record. You need Activities enabled on the collection for emails to be logged against its records. See Using activities.",{"id":5001,"title":5002,"titles":5003,"content":5004,"level":236},"/support/emails/email-forwarding#_2-forward-to-your-contacts-automatically","2. Forward to your contacts automatically",[648],"If your Contacts collection is mapped, you can forward to the shared address inbox@kinabase.email and let Kinabase find the right records for you. It matches every recipient it recognises - whether they were in the To, CC, or BCC line - to your contacts and organisations. This requires a System admin to map your Contacts collection first. See Email Integration.",{"id":5006,"title":5007,"titles":5008,"content":5009,"level":1175},"/support/emails/email-forwarding#_1-forward-or-copy-in-the-address","1. Forward or copy in the address",[648,5002],"Forward the email to inbox@kinabase.email, or add it to CC or BCC on a new message.",{"id":5011,"title":5012,"titles":5013,"content":5014,"level":1175},"/support/emails/email-forwarding#_2-kinabase-matches-the-recipients","2. Kinabase matches the recipients",[648,5002],"The email is logged against your own Colleagues entry, and against any contact whose email address matches a recipient. If a contact's organisation is mapped, it appears there too.",{"id":5016,"title":5017,"titles":5018,"content":5019,"level":236},"/support/emails/email-forwarding#_3-who-can-forward-emails","3. Who can forward emails",[648],"Whichever address you use, you must send from an email address that belongs to a registered, verified Kinabase user. This is how Kinabase knows the forward is genuine and who it came from. If your forward isn't appearing, check you're sending from an email address that is verified on your Kinabase account. You can manage your addresses under Settings → Account → Profile.",{"id":5021,"title":5022,"titles":5023,"content":5024,"level":236},"/support/emails/email-forwarding#_4-what-happens-after-you-forward","4. What happens after you forward",[648],"Kinabase replies to let you know how the forward went: On success, you receive a confirmation email with a deep link straight to the activity it created - so you can jump to the record in one click.On failure, the email bounces back with the reason. Common causes are sending from an unverified address, an unknown record ID, or a collection that doesn't have activities enabled. If a subject line starts with fw: or fwd:, Kinabase reads the forwarded message's original sender and date so the activity reflects the real conversation, not just your forward.",{"id":5026,"title":5027,"titles":5028,"content":5029,"level":236},"/support/emails/email-forwarding#show-emails-on-related-records","Show emails on related records",[648],"If your contacts are linked to other records - for example, an opportunity or project linked to a contact - you can have logged emails appear on those records too. Turn on Show in related records in the collection's activity settings. See Using activities. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":652,"title":651,"titles":5031,"content":5032,"level":885},[],"For System admins - enable the Outlook add-in, meet the Microsoft 365 prerequisite, and install it in Outlook using the manifest URL. The Link to Kinabase add-in brings Kinabase into Outlook. As your team reads an email, it shows matching contacts and organisations, lets them log the email as an , and can create new records - all without leaving the inbox. This guide is for System admins. It covers turning the add-in on and installing it in Outlook. Once it's ready, point your team to Using the Outlook add-in.",{"id":5034,"title":5035,"titles":5036,"content":5037,"level":236},"/support/emails/outlook-add-in#_1-check-the-prerequisites","1. Check the prerequisites",[651],"Before you start, make sure: Your organisation is connected to Microsoft 365. The add-in signs users in with their Microsoft 365 account. See Connecting to Microsoft 365.You have a Contacts collection mapped in Email Integration, so the add-in can match email senders to records. An Organisations collection is optional. See Email Integration.You're a System admin - turning the add-in on is an admin setting.",{"id":5039,"title":5040,"titles":5041,"content":235,"level":236},"/support/emails/outlook-add-in#_2-turn-on-the-add-in","2. Turn on the add-in",[651],{"id":5043,"title":4925,"titles":5044,"content":5045,"level":1175},"/support/emails/outlook-add-in#_1-open-email-integration",[651,5040],"Go to Settings → Integrations → Email Integration.",{"id":5047,"title":5048,"titles":5049,"content":5050,"level":1175},"/support/emails/outlook-add-in#_2-allow-users-to-use-the-add-in","2. Allow users to use the add-in",[651,5040],"Under Enable Outlook add-in, turn on Allow users to use Outlook add-in. If Microsoft 365 isn't connected, this toggle is unavailable and you'll see a message: your organisation must have Microsoft 365 integration enabled to use this feature.",{"id":5052,"title":5053,"titles":5054,"content":5055,"level":236},"/support/emails/outlook-add-in#_3-install-the-add-in-in-outlook","3. Install the add-in in Outlook",[651],"The add-in is installed from a manifest URL. Each user can add it to their own Outlook, or you can deploy it across your organisation. The manifest URL is: https://app.kinabase.com/plugins/outlook/manifest.xml",{"id":5057,"title":5058,"titles":5059,"content":5060,"level":1175},"/support/emails/outlook-add-in#_1-open-get-add-ins","1. Open Get Add-ins",[651,5053],"In Outlook, open Get Add-ins (in newer Outlook, this is under Apps → Get Add-ins).",{"id":5062,"title":5063,"titles":5064,"content":5065,"level":1175},"/support/emails/outlook-add-in#_2-add-from-url","2. Add from URL",[651,5053],"Select My add-ins, then under Custom Add-ins choose Add a custom add-in → Add from URL.",{"id":5067,"title":5068,"titles":5069,"content":5070,"level":1175},"/support/emails/outlook-add-in#_3-enter-the-manifest-url","3. Enter the manifest URL",[651,5053],"Paste the manifest URL above and confirm. Link to Kinabase is now installed and appears when reading an email. If you're a Microsoft 365 administrator, you can deploy the add-in centrally instead of asking each person to install it:In the Microsoft 365 admin centre, open the Integrated apps (or Add-ins) page.Choose to upload a custom app and select I have a URL for the manifest file.Enter https://app.kinabase.com/plugins/outlook/manifest.xml.Assign it to Everyone, or to specific users.Central deployments can take up to 24 hours to appear for all users.",{"id":5072,"title":5073,"titles":5074,"content":5075,"level":236},"/support/emails/outlook-add-in#next-steps","Next steps",[651],"The add-in is ready. Share the end-user guide with your team so they know how to sign in and log emails: Read Using the Outlook add-in to sign in, log emails as activities, and add contacts from Outlook. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":656,"title":655,"titles":5077,"content":5078,"level":885},[],"Sign in to the Link to Kinabase add-in, see matching records, log emails as activities, and create new records from your inbox. The Link to Kinabase add-in lets you work with Kinabase while you read your email. Open an email and the add-in shows you any matching contacts and organisations, lets you log the email as an , and can create new records - so your communications stay captured against the right . Your System admin needs to turn the add-in on and install it first. If you can't see it, see Set up the Outlook add-in.",{"id":5080,"title":5081,"titles":5082,"content":235,"level":236},"/support/emails/using-outlook-add-in#_1-open-the-add-in-and-sign-in","1. Open the add-in and sign in",[655],{"id":5084,"title":5085,"titles":5086,"content":5087,"level":1175},"/support/emails/using-outlook-add-in#_1-open-an-email-and-start-the-add-in","1. Open an email and start the add-in",[655,5081],"Select an email, then open Link to Kinabase from the Outlook toolbar or the message's actions menu.",{"id":5089,"title":5090,"titles":5091,"content":5092,"level":1175},"/support/emails/using-outlook-add-in#_2-sign-in","2. Sign in",[655,5081],"The first time you use the add-in, click Sign In and sign in with your Microsoft 365 account. Your sign-in is remembered, so you only need to do this once.",{"id":5094,"title":5095,"titles":5096,"content":5097,"level":236},"/support/emails/using-outlook-add-in#_2-see-matching-records","2. See matching records",[655],"With an email open, the add-in panel shows what Kinabase already knows about it: Matching contacts, found by email address.Matching organisations, found by email domain - if your admin has mapped an Organisations collection. From here you can open a matching record in Kinabase, add a new one, or log the email as an activity. If organisations are set up, it's worth adding the organisation and its contacts before logging the email. That way the activity links to records that already exist.",{"id":5099,"title":5100,"titles":5101,"content":5102,"level":236},"/support/emails/using-outlook-add-in#_3-log-an-email-as-an-activity","3. Log an email as an activity",[655],"Logging an email keeps a copy of the conversation on the contact's timeline in Kinabase.",{"id":5104,"title":5105,"titles":5106,"content":5107,"level":1175},"/support/emails/using-outlook-add-in#_1-open-the-email-and-the-add-in","1. Open the email and the add-in",[655,5100],"Select the email in Outlook and open Link to Kinabase.",{"id":5109,"title":5110,"titles":5111,"content":5112,"level":1175},"/support/emails/using-outlook-add-in#_2-add-the-email-activity","2. Add the email activity",[655,5100],"Click Add email activity. The add-in lists the recipients it matched to Kinabase records, each as a tickbox. All matches are ticked by default.",{"id":5114,"title":5115,"titles":5116,"content":5117,"level":1175},"/support/emails/using-outlook-add-in#_3-choose-who-to-log-it-against","3. Choose who to log it against",[655,5100],"Untick any recipient you don't want the email linked to. At least one must stay ticked - the button is unavailable if none are selected.",{"id":5119,"title":5120,"titles":5121,"content":5122,"level":1175},"/support/emails/using-outlook-add-in#_4-add-a-note-and-confirm","4. Add a note and confirm",[655,5100],"Optionally add a note about the email, then click Add activity. The email appears on each selected contact's Activities tab in Kinabase. A contact must already exist in Kinabase, with a matching email address, before you can log an email against them. If they're not there yet, add them first. If an email has already been logged, the add-in lets you know.",{"id":5124,"title":5125,"titles":5126,"content":5127,"level":236},"/support/emails/using-outlook-add-in#_4-create-a-record-from-an-email","4. Create a record from an email",[655],"When an email comes from someone who isn't in Kinabase yet, you can add them straight from the add-in.",{"id":5129,"title":5130,"titles":5131,"content":5132,"level":1175},"/support/emails/using-outlook-add-in#_1-add-the-contact-or-organisation","1. Add the contact or organisation",[655,5125],"In the panel, click Add for the contact or organisation. The button uses your own collection names - for example, Add Company or Add Person.",{"id":5134,"title":5135,"titles":5136,"content":5137,"level":1175},"/support/emails/using-outlook-add-in#_2-complete-the-record-in-kinabase","2. Complete the record in Kinabase",[655,5125],"Kinabase opens in your browser with the form pre-filled from the email - name, email address, and domain. Fill in any other fields and click Add to create the record.",{"id":5139,"title":5140,"titles":5141,"content":5142,"level":1175},"/support/emails/using-outlook-add-in#_3-return-to-outlook","3. Return to Outlook",[655,5125],"Back in the add-in, refresh to see the new record. It now appears as a match, ready for you to log the email against it.",{"id":5144,"title":5145,"titles":5146,"content":5147,"level":236},"/support/emails/using-outlook-add-in#what-you-can-do-at-a-glance","What you can do at a glance",[655],"See matching records - contacts and organisations that match the email.Log email activities - capture the conversation against the right contacts.Create records - add new contacts and organisations without leaving Outlook. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":154,"title":659,"titles":5149,"content":5150,"level":885},[],"For System admins - add a shared email address using Azure Communication Services, SendGrid, or Mailgun, and send a test email. Outbound emails let Kinabase send messages from your own email addresses - for example a sales@ or support@ address that your whole team shares. Once a shared address is connected, you can email people straight from a record, and your  steps can send emails too. Because Kinabase sends through your own email provider, messages come from your domain and land in recipients' inboxes as if you'd sent them yourself. You'll need to be a System admin to connect a shared address. Outbound emails are part of your plan's integration features - if you can't see this pane, contact our support team to check your plan.",{"id":5152,"title":5153,"titles":5154,"content":5155,"level":236},"/support/emails/outbound-emails#_1-what-shared-email-addresses-are","1. What shared email addresses are",[659],"A shared email address is an address you connect once and reuse across Kinabase. You bring your own email provider - Kinabase supports three: Microsoft Azure Communication ServicesSendGridMailgun (with a US or EU region) Each address you add appears under Shared email addresses and can be used for sending from records and for automation emails.",{"id":5157,"title":5158,"titles":5159,"content":235,"level":236},"/support/emails/outbound-emails#_2-add-a-shared-email-address","2. Add a shared email address",[659],{"id":5161,"title":5162,"titles":5163,"content":5164,"level":1175},"/support/emails/outbound-emails#_1-open-outbound-emails","1. Open Outbound Emails",[659,5158],"Go to Settings → Integrations → Outbound Emails.",{"id":5166,"title":5167,"titles":5168,"content":5169,"level":1175},"/support/emails/outbound-emails#_2-start-the-setup-dialog","2. Start the setup dialog",[659,5158],"Click Add outbound email address and enter: Display Name - the name recipients see (for example, \"Acme Support\").Email Address - the shared address you're connecting.Provider - select your email provider.",{"id":5171,"title":5172,"titles":5173,"content":5174,"level":1175},"/support/emails/outbound-emails#_3-enter-your-provider-credentials","3. Enter your provider credentials",[659,5158],"The credential you need depends on the provider: Enter your Connection String. You'll find it in the Azure portal, on your Communication Services resource. Enter your API Key, created in SendGrid with permission to send mail. Make sure your sender address is verified in SendGrid before you test. Enter your API Key from the Mailgun dashboard, and select an API Region - US or EU - to match where your Mailgun account is hosted.",{"id":5176,"title":5177,"titles":5178,"content":5179,"level":1175},"/support/emails/outbound-emails#_4-send-a-test-email","4. Send a test email",[659,5158],"Continue to the Send a test email step and send yourself a test. Check it arrives and looks right (including your spam folder). Once you're happy, finish to save the shared address.",{"id":5181,"title":5182,"titles":5183,"content":5184,"level":236},"/support/emails/outbound-emails#_3-branding-on-outbound-emails","3. Branding on outbound emails",[659],"By default, emails Kinabase sends carry a small \"Created with Kinabase\" line. If your organisation has the hide-branding feature enabled, that line is removed and emails carry only your own content. Hiding the branding is enabled per organisation. If you'd like it turned on, contact our support team.",{"id":5186,"title":5187,"titles":5188,"content":5189,"level":236},"/support/emails/outbound-emails#sending-with-your-shared-address","Sending with your shared address",[659],"A connected shared address is ready to use in two places: From a record - select records and send an email from the shared address. See Sending emails from records.From an automation - the Send an email step can send from a shared address automatically. See Automation steps. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":253,"title":5,"titles":5191,"content":5192,"level":885},[],"Send emails from a record using your own email app or a shared address, with automatic activity logging, recipient limits, and permissions explained. You can email the people on your records without leaving Kinabase. Select one record or many, choose how to send, and Kinabase can log the message against each record so the conversation is captured on its timeline. There are two ways to send, and they suit different jobs: From me - opens your own email app for a personal one-to-one (or small group) message.From shared address - sends in-app from a team address, to as many as 1,000 recipients at once.",{"id":5194,"title":40,"titles":5195,"content":5196,"level":236},"/support/emails/sending-emails-from-records#_1-start-sending",[5],"Select the record or records you want to email - tick their checkboxes, or select all. Then open the options menu (⋯) and click Send email. You'll be asked to select From me or From shared address. Make sure the records you select have valid email addresses. Kinabase emails the address held on each record.",{"id":5198,"title":69,"titles":5199,"content":5200,"level":236},"/support/emails/sending-emails-from-records#_2-send-from-your-own-email-app-from-me",[5],"From me hands the message to your own email app. Kinabase opens a new draft addressed to the selected records, so you send it personally from your own address. Best for personal, one-to-one messages and small groups.You can send to up to 20 records at once this way.Kinabase automatically adds the record's forwarding address as a BCC, so the sent email is logged back as an  on the record. See Email forwarding.",{"id":5202,"title":115,"titles":5203,"content":5204,"level":236},"/support/emails/sending-emails-from-records#_3-send-from-a-shared-address-from-shared-address",[5],"From shared address composes and sends the email inside Kinabase, using a team address your admin has connected. A modal titled Send email to N recipients lets you set the subject and write the message. Best for larger sends - up to 1,000 recipients in one go.Every send logs an activity against each record, so the whole timeline stays complete.Sends from a shared team address rather than your personal one. To send this way you need a shared email address connected. See Outbound emails.",{"id":5206,"title":161,"titles":5207,"content":164,"level":236},"/support/emails/sending-emails-from-records#_4-permissions-and-setup",[5],{"id":5209,"title":169,"titles":5210,"content":5211,"level":1175},"/support/emails/sending-emails-from-records#collection-email-settings",[5,161],"In the collection's configuration, the Email pane controls how sending works for that collection: Allow sending emails from default email app - turns on the From me option and its Include Kinabase in BCC to log activities behaviour.Connecting one or more shared addresses to the collection turns on the From shared address option.",{"id":5213,"title":201,"titles":5214,"content":5215,"level":1175},"/support/emails/sending-emails-from-records#permission-to-send",[5,161],"Sending from a shared address requires the collection-level Email . If you can't send, ask your System admin to check your . See Assign roles and permissions. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":665,"title":664,"titles":5217,"content":5218,"level":885},[],"Learn how to create and manage portals in Kinabase to share collection data with field teams, clients, partners, and other stakeholders. s are standalone web applications that let you share your Kinabase data with people who don't need full access to your workspace - whether that's field engineers checking job details on-site, clients viewing their project status, or partners accessing shared inventory.",{"id":5220,"title":5221,"titles":5222,"content":5223,"level":236},"/support/portals#_1-what-are-portals","1. What Are Portals?",[664],"Portals provide a focused, branded interface for specific users to interact with your data. Unlike giving someone full Kinabase access, portals let you: Choose exactly which , , and  each portal displays. Apply filters to show users only the records relevant to them - like a client seeing only their own projects. Apply your organisation's branding, colours, and even use a custom domain. Let users trigger , complete , and move records through  stages.",{"id":5225,"title":5226,"titles":5227,"content":5228,"level":236},"/support/portals#_2-portal-types","2. Portal Types",[664],"Kinabase offers two types of portals, designed for different audiences.",{"id":5230,"title":670,"titles":5231,"content":5232,"level":1219},"/support/portals#internal-portals",[664,5226],"Internal portals are for your own colleagues, who sign in with their Kinabase account using Sign in with Kinabase Account - the same credentials they use to access Kinabase directly. They're ideal for: Field engineers - accessing job sheets, equipment details, and site information on mobile devicesWarehouse staff - viewing inventory and stock levels without needing full Kinabase accessInspectors - completing checklists and recording findings on-siteRemote workers - accessing specific data while away from the office Read our Internal Portals guide for setup instructions.",{"id":5234,"title":674,"titles":5235,"content":5236,"level":1219},"/support/portals#external-portals",[664,5226],"External portals are for people outside your organisation - clients, vendors, partners, or volunteers who need access to specific data. These users: Sign in using email verification codes (no Kinabase account required)Are matched to records in a user collection you specifySee only the data filtered to their specific record External portals are perfect for: Clients - viewing project status, invoices, and deliverablesVendors - checking order status and delivery schedulesPartners - accessing shared inventory or collaborative projectsVolunteers - viewing assigned tasks and event schedulesDonors - tracking the impact of their contributions Read our External Portals guide for setup instructions.",{"id":5238,"title":5239,"titles":5240,"content":5241,"level":236},"/support/portals#_3-portal-features","3. Portal Features",[664],"Both portal types share a powerful set of features.",{"id":5243,"title":5244,"titles":5245,"content":5246,"level":1219},"/support/portals#navigation-items","Navigation Items",[664,5239],"Portals can include multiple navigation items, each displaying different content: Collection Views - display records from your collections in table or catalogue formatReports - show  with charts and widgetsExternal Links - provide quick access to external websites or resources Each navigation item can have access conditions to control who sees it. For internal portals, restrict items by role or with custom conditions; for external portals, build conditions against the user record. Read our Portal Views guide for details on configuring displays, fields, filters and named views.",{"id":5248,"title":5249,"titles":5250,"content":5251,"level":1219},"/support/portals#actions-and-automations","Actions and Automations",[664,5239],"Portal users can execute s to collect input and trigger actions, move records through  stages where permitted, and export data to CSV where permitted.",{"id":5253,"title":5254,"titles":5255,"content":5256,"level":1219},"/support/portals#branding-and-customisation","Branding and Customisation",[664,5239],"Make portals feel like an extension of your brand: apply your organisation's  identity, customise background colours and welcome messages, and use a custom domain (e.g. portal.yourcompany.com). Read our Custom Domains & Branding guide for setup details.",{"id":5258,"title":5259,"titles":5260,"content":235,"level":236},"/support/portals#_4-creating-a-portal","4. Creating a Portal",[664],{"id":5262,"title":5263,"titles":5264,"content":5265,"level":1175},"/support/portals#_1-open-portal-settings","1. Open Portal settings",[664,5259],"Go to Settings → Operations → Portals, then click + Add Portal.",{"id":5267,"title":5268,"titles":5269,"content":5270,"level":1175},"/support/portals#_2-select-the-user-type","2. Select the user type",[664,5259],"Select whether this will be an Internal Users or External Users portal. The user type cannot be changed after the portal is created, so choose carefully.",{"id":5272,"title":5273,"titles":5274,"content":5275,"level":1175},"/support/portals#_3-configure-the-portal","3. Configure the portal",[664,5259],"Work through the available tabs: General - name, icon, description, support contact detailsStructure - navigation items and their configurationUsers - access permissions and user matching (for external portals)Hosting - Kinabase subdomain or custom domainEmails - invitation and sign-in email templatesDisplay - welcome messages, branding, and homepage settingsSecurity - inactivity timeouts for session management For external portals, the Users tab is where you set the User Data Source: select the collection that stores your portal users, select the Email Field used for authentication, and optionally select a Display Name Field for greetings like \"Welcome John!\" (falls back to the collection's primary field if not set).",{"id":5277,"title":5278,"titles":5279,"content":5280,"level":236},"/support/portals#_5-managing-portal-access","5. Managing Portal Access",[664],"For internal portals, you control access by selecting which users or roles can access the portal. For external portals, users are matched to records in a designated user collection. Each user record moves through five access states - No Portal Access, Access Granted, Pending Access, Invited, and Active User - as you grant access, send invitations, and they sign in. Read our Managing Portal Users guide for the full access-state reference and step-by-step instructions.",{"id":5282,"title":5283,"titles":5284,"content":5285,"level":236},"/support/portals#_6-troubleshooting-portals","6. Troubleshooting Portals",[664],"If you're experiencing issues with portals: Internal portals: ensure the user has a Kinabase account and the correct permissions.External portals: check that the user's email matches a record in the user collection, and that access has been granted.Verify the outbound email address is configured correctly in the portal's Emails tab. Review the field visibility settings for the navigation item.Check any filters applied to the collection.Check whether access conditions on navigation items are hiding pages from the user.For external portals, verify the user-based filters are correctly configured. Ensure the CNAME record points to portal.kinabase.cloud.Allow up to 24 hours for DNS changes to propagate.Click Verify Domain in the portal's Hosting tab to check the configuration. Confirm the outbound email address is correctly configured.Check spam and junk folders.Verify the email address in the user record is correct.",{"id":5287,"title":5288,"titles":5289,"content":5290,"level":236},"/support/portals#next-steps","Next Steps",[664],"Ready to set up your first portal? Choose your starting point: Internal Portals - for your own team membersExternal Portals - for clients and partnersPortal Views - configure how data is displayedManaging Portal Users - control access and invitationsCustom Domains & Branding - make it your ownPortal Security - configure inactivity timeouts Portals transform Kinabase from an internal tool into a platform for collaboration with anyone who needs access to your data - all while maintaining security and your brand identity. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":671,"title":670,"titles":5292,"content":5293,"level":885},[],"Learn how to set up internal portals for field workers, engineers, inspectors, and other team members who need focused access to Kinabase data. Internal portals provide a streamlined interface for your colleagues to access specific Kinabase data without navigating the full workspace. They're perfect for team members who need focused access to particular  - like field engineers viewing job details or warehouse staff checking inventory.",{"id":5295,"title":5296,"titles":5297,"content":5298,"level":236},"/support/portals/internal-portals#_1-when-to-use-internal-portals","1. When to Use Internal Portals",[670],"Internal portals are ideal for scenarios where your team members need: Field workers accessing job sheets, equipment data, or site information on tablets and phones. Staff who only need specific data without the complexity of the full Kinabase interface. Inspectors completing checklists, engineers recording findings, or technicians updating job status. Teams that work with a specific subset of your data and need quick access to relevant .",{"id":5300,"title":5301,"titles":5302,"content":5303,"level":236},"/support/portals/internal-portals#_2-how-internal-portals-work","2. How Internal Portals Work",[670],"Internal portal users sign in with their existing Kinabase account using the \"Sign in with Kinabase Account\" option. This means: Users must have a Kinabase account in your workspaceThey use the same credentials they use to access Kinabase directlyTheir access is controlled by the portal's permission settingsThey don't consume an additional licence for portal access",{"id":5305,"title":5306,"titles":5307,"content":235,"level":236},"/support/portals/internal-portals#_3-creating-an-internal-portal","3. Creating an Internal Portal",[670],{"id":5309,"title":5310,"titles":5311,"content":5312,"level":1175},"/support/portals/internal-portals#_1-access-portal-settings","1. Access Portal Settings",[670,5306],"Go to Settings → Operations → Portals.Click + Add Portal",{"id":5314,"title":5315,"titles":5316,"content":5317,"level":1175},"/support/portals/internal-portals#_2-configure-general-settings","2. Configure General Settings",[670,5306],"In the General tab, provide: Portal Name - a descriptive name for the portal (e.g., \"Field Engineer Portal\")Icon - select an icon to identify the portalDescription - explain the portal's purpose for administratorsCustomer Support Email - an email address for portal users to contactCustomer Support Phone - optional phone number for supportWebsite URL - optional link to your company website",{"id":5319,"title":5320,"titles":5321,"content":5322,"level":1175},"/support/portals/internal-portals#_3-set-user-type-to-internal","3. Set User Type to Internal",[670,5306],"In the Users tab: Select Internal Users as the user typeOnce saved, the user type cannot be changed. Choose carefully.Configure Access Permissions:Everyone - all users with Kinabase accounts can access the portalBy Role - only users with specific  can access the portal If you select By Role, select which roles have access to this portal. This is useful when:You want only field engineers to access a job portalYou need to restrict sensitive data to specific teamsDifferent departments need different portal viewsUsers without the specified role(s) won't see the portal or be able to sign in.",{"id":5324,"title":5325,"titles":5326,"content":5327,"level":1175},"/support/portals/internal-portals#_4-add-navigation-items","4. Add Navigation Items",[670,5306],"In the Structure pane, add the content users will see: Click Add item to create a navigation itemSelect the item type:\nCollection View - display records from a collectionReport - show a dashboard with charts and widgetsExternal Link - provide access to an external website Reference data collections cannot be used as portal structure items. Only standard collections appear in the collection picker. For each Collection View navigation item, configure: Data Source - the collection to displayDisplay Type - Table or Catalogue viewFields - which fields are visible and in what contextsFilters - conditions to limit which records are shownSorting - how records are orderedGrouping - how records are organisedPortal Views - named, filtered views within the collectionAutomations - which  and automations are availableWorkflow Actions - which  stage transitions are permittedAccess - control who can see this navigation item (see below) Read our Portal Views guide for detailed configuration options.",{"id":5329,"title":5330,"titles":5331,"content":5332,"level":1175},"/support/portals/internal-portals#_4b-set-access-conditions-on-navigation-items","4b. Set Access Conditions on Navigation Items",[670,5306],"Each navigation item can have access conditions that control who sees it in the sidebar. For Collection View and Report items, open the Access tab. For External Link items, the access settings appear directly in the editor. Select who can see the item: Everyone - all portal users can see this navigation item (the default)By role - only users with specific roles can see itCustom - define conditions using the condition builder Access controls let you show different pages to different users within a single portal, for example, limiting a financial report to managers while keeping general updates visible to everyone.",{"id":5334,"title":5335,"titles":5336,"content":5337,"level":1175},"/support/portals/internal-portals#_5-configure-hosting","5. Configure Hosting",[670,5306],"In the Hosting tab, select your domain: Kinabase Hosting - uses a subdomain like your-portal.kinabase.cloudCustom Domain - use your own domain like portal.yourcompany.com Read our Custom Domains & Branding guide for custom domain setup.",{"id":5339,"title":5340,"titles":5341,"content":5342,"level":1175},"/support/portals/internal-portals#_6-set-up-emails","6. Set Up Emails",[670,5306],"In the Emails tab, configure: Outbound Email Address - select the email address used to send portal communicationsEmail Templates - customise the invitation and sign-in email messages",{"id":5344,"title":5345,"titles":5346,"content":5347,"level":1175},"/support/portals/internal-portals#_7-customise-display","7. Customise Display",[670,5306],"In the Display tab, personalise the portal experience: Display Messages - customise the sign-in, support, and welcome messagesBrand Identity - select which brand to apply to the portalDesign Colours - set background colour (defaults to your brand palette)Homepage - control what appears on the portal homepage:\nShow recently viewed records - toggle on or off to show or hide the Recently Viewed section. Defaults to enabled. The section only appears once a user has opened at least one record.",{"id":5349,"title":5350,"titles":5351,"content":5352,"level":1175},"/support/portals/internal-portals#_8-save-the-portal","8. Save the Portal",[670,5306],"Click Save to create your portal. The portal is now accessible at the configured domain.",{"id":5354,"title":5355,"titles":5356,"content":5357,"level":236},"/support/portals/internal-portals#_4-example-field-engineer-portal","4. Example: Field Engineer Portal",[670],"Here's a practical example of setting up a portal for field engineers:",{"id":5359,"title":5360,"titles":5361,"content":5362,"level":1175},"/support/portals/internal-portals#portal-configuration","Portal Configuration",[670,5355],"SettingValueNameField Engineer PortalIconwrenchDescriptionAccess job sheets and equipment details on-siteUser TypeInternalAccessBy Role: Field Engineer",{"id":5364,"title":5244,"titles":5365,"content":5366,"level":1175},"/support/portals/internal-portals#navigation-items",[670,5355],"Jobs (Collection)Display Type: TableFilter: Status is not \"Completed\"Sorting: Due Date (ascending)Visible Fields: Job Number, Client, Site Address, Due Date, StatusAutomations: \"Complete Job\", \"Request Parts\"Equipment (Collection)Display Type: CatalogueCatalogue Layout: CardsGrouping: Equipment TypeVisible Fields: Name, Serial Number, Last Service Date, Next Service DueSafety Documents (Link)URL: Link to safety documentation",{"id":5368,"title":5369,"titles":5370,"content":5371,"level":236},"/support/portals/internal-portals#_5-sharing-the-portal","5. Sharing the Portal",[670],"Once your portal is created, share it with your team: Copy the portal URL from the Hosting tabShare the URL with relevant team membersRemind them to sign in with their Kinabase account credentials You can also add the portal URL to: Bookmarks on company devicesMobile device home screens (portals work as Progressive Web Apps)Internal communications or documentation",{"id":5373,"title":5374,"titles":5375,"content":5376,"level":236},"/support/portals/internal-portals#_6-best-practices","6. Best Practices",[670],"Begin with essential collections and expand based on user feedback. Too many options can overwhelm users. Filter data to show only what's relevant - like active jobs or equipment needing attention. Give users the ability to complete common tasks like updating status or requesting resources. If users will access the portal on phones or tablets, test the experience on those devices. Ask users what works and what's missing, then refine the portal accordingly.",{"id":5378,"title":5379,"titles":5380,"content":5381,"level":236},"/support/portals/internal-portals#related-guides","Related Guides",[670],"Portal Views - configure table and catalogue displaysCustom Domains & Branding - personalise the portal appearanceExternal Portals - share data with clients and partnersAssign Roles & Permissions - control who can access portals Internal portals empower your team to access the data they need, when they need it - whether they're in the office, on-site, or on the move. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":675,"title":674,"titles":5383,"content":5384,"level":885},[],"Learn how to set up external portals to give clients, vendors, partners, volunteers, and other external users secure access to your Kinabase data. External portals let you share your Kinabase data with people outside your organisation - clients checking project status, vendors viewing orders, partners accessing shared resources, or volunteers seeing their assigned tasks. External users sign in with email verification codes, so they don't need a Kinabase account. Each user is matched to a record in your system, and they only see data relevant to them.",{"id":5386,"title":5387,"titles":5388,"content":5389,"level":236},"/support/portals/external-portals#_1-when-to-use-external-portals","1. When to Use External Portals",[674],"External portals are ideal for: Let clients view project status, invoices, deliverables, and support tickets. Give suppliers visibility into orders, delivery schedules, and stock requirements. Share inventory, collaborative projects, or joint initiatives with business partners. Allow volunteers to view their assigned shifts, events, and responsibilities. Show donors the impact of their contributions and related project updates.",{"id":5391,"title":5392,"titles":5393,"content":5394,"level":236},"/support/portals/external-portals#_2-how-external-portals-work","2. How External Portals Work",[674],"External portals use a different authentication approach than internal portals: User Collection - you designate a collection (e.g., \"Contacts\", \"Clients\") as the source of portal usersEmail Matching - each user is identified by their email address in a field you specifyEmail Verification - users sign in by entering their email and a verification code sent to themData Filtering - users see only records linked to their user record through relational filters This approach means external users: Don't need a Kinabase accountCan only access data associated with their recordAre automatically limited to relevant information",{"id":5396,"title":5397,"titles":5398,"content":5399,"level":236},"/support/portals/external-portals#_3-prerequisites","3. Prerequisites",[674],"Before creating an external portal, ensure you have:",{"id":5401,"title":5402,"titles":5403,"content":5404,"level":1175},"/support/portals/external-portals#_1-a-user-collection","1. A User Collection",[674,5397],"You need a  containing records for each external user. This might be: A \"Contacts\" collection with client detailsA \"Vendors\" collection with supplier informationA \"Partners\" collection with partner organisationsA \"Volunteers\" collection with volunteer profiles",{"id":5406,"title":5407,"titles":5408,"content":5409,"level":1175},"/support/portals/external-portals#_2-an-email-field","2. An Email Field",[674,5397],"The user collection must have an Email field containing each user's email address. This is how Kinabase identifies and authenticates users.",{"id":5411,"title":5412,"titles":5413,"content":5414,"level":1175},"/support/portals/external-portals#_3-related-data","3. Related Data",[674,5397],"Your data collections should link to the user collection, so you can filter what each user sees. For example: Projects linked to a Client recordOrders linked to a Vendor recordTasks linked to a Volunteer record",{"id":5416,"title":5417,"titles":5418,"content":235,"level":236},"/support/portals/external-portals#_4-creating-an-external-portal","4. Creating an External Portal",[674],{"id":5420,"title":5310,"titles":5421,"content":5312,"level":1175},"/support/portals/external-portals#_1-access-portal-settings",[674,5417],{"id":5423,"title":5315,"titles":5424,"content":5425,"level":1175},"/support/portals/external-portals#_2-configure-general-settings",[674,5417],"In the General tab, provide: Portal Name - a user-facing name (e.g., \"Client Portal\")Icon - select an icon for the portalDescription - explain the portal's purpose (for administrators)Customer Support Email - where users can get helpCustomer Support Phone - optional support phone numberWebsite URL - optional link to your company website",{"id":5427,"title":5428,"titles":5429,"content":5430,"level":1175},"/support/portals/external-portals#_3-set-user-type-to-external","3. Set User Type to External",[674,5417],"In the Users tab: Select External Users as the user typeOnce saved, the user type cannot be changed.Configure the User Data Source:User Collection - select the collection containing your external usersEmail Field - select the field containing user email addresses The user data source tells Kinabase where to find external users and how to identify them:User Collection: This is your contacts, clients, vendors, or similar collectionEmail Field: The email field in that collection used for authenticationWhen a user signs in with their email, Kinabase finds the matching record and uses it to determine what data they can see.",{"id":5432,"title":5325,"titles":5433,"content":5434,"level":1175},"/support/portals/external-portals#_4-add-navigation-items",[674,5417],"In the Structure pane, add the content users will see: Click Add item to create a navigation itemSelect the item type:\nCollection View - display records from a collectionReport - show a dashboardExternal Link - link to an external website Reference data collections cannot be used as portal structure items. Only standard collections appear in the collection picker. For each Collection View navigation item, you'll need to configure user-based filters - see the section below.",{"id":5436,"title":5330,"titles":5437,"content":5438,"level":1175},"/support/portals/external-portals#_4b-set-access-conditions-on-navigation-items",[674,5417],"Each navigation item can have access conditions that control who sees it in the sidebar. For Collection View and Report items, open the Access tab. For External Link items, the access settings appear directly in the editor. Select who can see the item: Everyone - all portal users can see this navigation item (the default)Custom - define conditions using the condition builder Access controls let you show different pages to different users within a single portal. You must configure a user data source in the Users tab before you can set custom access conditions.",{"id":5440,"title":5441,"titles":5442,"content":5443,"level":1175},"/support/portals/external-portals#_5-configure-user-based-filters","5. Configure User-Based Filters",[674,5417],"This is the crucial step that ensures users only see their own data. For each collection navigation item: Open the Filters configurationAdd a User-Based Filter (also called a relational filter):\nCollection Field - the field in this collection that links to user recordsUser Field - the corresponding field in the user collectionSelect Current Record to match on the logged-in user Example: For a client viewing their projects: Collection: ProjectsCollection Field: Client (a  linking to Contacts)User Field: The current user's recordResult: The client sees only projects where they are the linked client You can apply user-based filters at multiple levels:Collection level - the main filter for the navigation itemList level - filters for related lists within recordsField level - control visibility of specific fields based on conditionsThis allows sophisticated access control, such as:Clients see their projects, but only open tasks within those projectsVendors see orders, but only see cost fields after delivery",{"id":5445,"title":5446,"titles":5447,"content":5448,"level":1175},"/support/portals/external-portals#_6-configure-hosting","6. Configure Hosting",[674,5417],"In the Hosting tab, select your domain: Kinabase Hosting - a subdomain like client-portal.kinabase.cloudCustom Domain - your own domain like portal.yourcompany.com Read our Custom Domains & Branding guide for custom domain setup.",{"id":5450,"title":5451,"titles":5452,"content":5453,"level":1175},"/support/portals/external-portals#_7-set-up-emails","7. Set Up Emails",[674,5417],"In the Emails tab, configure communication: Outbound Email Address - select the email address for portal communicationsEmail Templates - customise messages for:\nInvitation - sent when inviting new users to the portalSign In - sent when users request access codes Personalise these templates to match your brand voice and provide clear instructions.",{"id":5455,"title":5456,"titles":5457,"content":5458,"level":1175},"/support/portals/external-portals#_8-customise-display","8. Customise Display",[674,5417],"In the Display tab: Display Messages - customise:Sign In - welcome message on the sign-in pageSupport - how to get helpWelcome - greeting after signing inBrand Identity - select which brand to applyDesign Colours - set background colourHomepage - control what appears on the portal homepage:Show recently viewed records - toggle on or off to show or hide the Recently Viewed section on the homepage. Defaults to enabled. When enabled, the section only appears once a user has opened at least one record.",{"id":5460,"title":5461,"titles":5462,"content":5463,"level":1175},"/support/portals/external-portals#_9-configure-security-optional","9. Configure Security (Optional)",[674,5417],"In the Security pane, you can enable an inactivity timeout to automatically sign out idle users. This is recommended for portals that handle sensitive data or are accessed on shared devices. Read our Portal Security guide for details on configuring inactivity timeouts.",{"id":5465,"title":5466,"titles":5467,"content":5468,"level":1175},"/support/portals/external-portals#_10-save-the-portal","10. Save the Portal",[674,5417],"Click Save to create your portal.",{"id":5470,"title":5471,"titles":5472,"content":5473,"level":236},"/support/portals/external-portals#_5-example-client-project-portal","5. Example: Client Project Portal",[674],"Here's a practical example of a portal for clients to view their projects:",{"id":5475,"title":4616,"titles":5476,"content":5477,"level":1219},"/support/portals/external-portals#prerequisites",[674,5471],"A \"Clients\" collection with Name, Email, and other client detailsA \"Projects\" collection with a Client field (record field linking to Clients)A \"Tasks\" collection linked to Projects",{"id":5479,"title":5360,"titles":5480,"content":5481,"level":1219},"/support/portals/external-portals#portal-configuration",[674,5471],"SettingValueNameClient PortalIconbriefcaseDescriptionClient access to project informationUser TypeExternalUser CollectionClientsEmail FieldEmail",{"id":5483,"title":5244,"titles":5484,"content":5485,"level":1219},"/support/portals/external-portals#navigation-items",[674,5471],"My Projects (Collection)Data Source: ProjectsDisplay Type: TableUser-Based Filter: Client = Current UserVisible Fields: Project Name, Status, Start Date, Due Date, ProgressLists: Tasks (filtered by Status ≠ Completed)Documents (Collection)Data Source: Project DocumentsDisplay Type: CatalogueCatalogue Layout: CardsUser-Based Filter: Project.Client = Current UserVisible Fields: Document Name, Type, Upload DateContact Us (Link)URL: Your support page or contact form",{"id":5487,"title":5488,"titles":5489,"content":5490,"level":236},"/support/portals/external-portals#_6-inviting-external-users","6. Inviting External Users",[674],"Once your portal is set up, you need to invite users:",{"id":5492,"title":5493,"titles":5494,"content":5495,"level":1175},"/support/portals/external-portals#option-1-manual-invitation","Option 1: Manual Invitation",[674,5488],"Open the user collection (e.g., Clients)Open a recordNavigate to the Portal Access sectionClick Grant Access for the portalClick Send Invite to email the user",{"id":5497,"title":5498,"titles":5499,"content":5500,"level":1175},"/support/portals/external-portals#option-2-bulk-invitation","Option 2: Bulk Invitation",[674,5488],"Select multiple records in the user collectionUse bulk actions to grant access and send invitations",{"id":5502,"title":5503,"titles":5504,"content":5505,"level":1175},"/support/portals/external-portals#option-3-automated-invitation","Option 3: Automated Invitation",[674,5488],"Add an Update portal access step to an  to grant access and send invitations automatically when certain conditions are met - for example, when a client's first project is created. Read our Managing Portal Users guide for the full access-state reference and how to set up the automation.",{"id":5507,"title":5508,"titles":5509,"content":5510,"level":236},"/support/portals/external-portals#_7-tracking-user-access","7. Tracking User Access",[674],"For each user record, the Portal Access section shows an access status, plus Last Accessed (when the user last signed in) and Last Invited (when the invitation was last sent). Each user record has one of five access states, per portal: StatusDescriptionNo Portal AccessAccess has not been granted.Access GrantedAccess enabled, but no invitation sent yet.Pending AccessAn invitation was sent (usually by an automation) before access was granted - it's still awaiting access.InvitedAccess is granted and an invitation has been sent, but the user hasn't signed in yet.Active UserThe user has signed in at least once. Read our Managing Portal Users guide for how to grant access, send and resend invitations, and automate the whole process.",{"id":5512,"title":4790,"titles":5513,"content":5514,"level":236},"/support/portals/external-portals#_8-best-practices",[674],"Share what users need to see, not everything you have. Less is often more. Use the \"Preview as user\" feature to verify each user type sees only their data. Make invitation and sign-in emails clear, branded, and professional. Ensure users know how to get help if they encounter issues. A branded domain like portal.yourcompany.com builds trust with external users.",{"id":5516,"title":5379,"titles":5517,"content":5518,"level":236},"/support/portals/external-portals#related-guides",[674],"Portal Views - configure table and catalogue displaysCustom Domains & Branding - personalise the portalManaging Portal Users - control access and invitationsInternal Portals - portals for your own team External portals extend your Kinabase workspace beyond your organisation, providing clients, vendors, and partners with secure, controlled access to the information they need. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":679,"title":678,"titles":5520,"content":5521,"level":885},[],"Learn how to set up table and catalogue views, configure field visibility, and create named views for portal navigation items. Adding a  to a portal is only half the job - you also need to decide how it looks and what it shows. This guide walks through the display, field, filter and view settings available on a portal's collection navigation items, so you can shape each one around what its users actually need to do.",{"id":5523,"title":5524,"titles":5525,"content":5526,"level":236},"/support/portals/portal-views#_1-choosing-a-display-type","1. Choosing a Display Type",[678],"Each collection navigation item uses one of two display types, set when you configure the item. Table view displays records in a familiar list, similar to how collections appear in Kinabase - rows of records with fields as columns. Reach for it when users need to scan a list quickly, compare many fields at once, or rely on sorting and filtering. Catalogue view groups records into categories shown on separate pages, with records displayed as cards or tiles. It suits product or inventory catalogues, resource libraries, or anywhere visual browsing matters more than side-by-side comparison. When you use catalogue view, you also select a Catalogue Layout: Cards for visual tiles with featured images, or Table to show records within categories as table lists.",{"id":5528,"title":5529,"titles":5530,"content":235,"level":236},"/support/portals/portal-views#_2-configuring-a-collection-navigation-item","2. Configuring a Collection Navigation Item",[678],{"id":5532,"title":5533,"titles":5534,"content":5535,"level":1175},"/support/portals/portal-views#_1-open-the-item","1. Open the item",[678,5529],"Open your portal in Settings → Operations → Portals, go to the Structure tab, then click an existing collection item or add a new one.",{"id":5537,"title":5538,"titles":5539,"content":5540,"level":1175},"/support/portals/portal-views#_2-set-the-basics","2. Set the basics",[678,5529],"Every collection item has a Name (the label shown in portal navigation), an Icon, a Data Source (the collection to display), and a Display Type (Table or Catalogue). The rest of this guide covers the settings you'll configure from here.",{"id":5542,"title":5543,"titles":5544,"content":5545,"level":236},"/support/portals/portal-views#_3-controlling-which-fields-appear","3. Controlling Which Fields Appear",[678],"For each field on the collection, you decide where it's visible: ContextDescriptionTable DisplayWhether the field appears as a column in the table/list viewRecord DetailsWhether the field appears when viewing a record's full detailsCSV ExportWhether the field is included when users export data to CSV You can also make a field's visibility conditional - for example, showing a \"Cost\" field only to certain user types, or an \"Internal Notes\" field only once a record reaches a particular  stage. Click the visibility settings for a field, then add conditions using the formula builder; the field only appears when they're met. To change the order fields appear in, drag them within the table or record details configuration - put the fields users need most towards the top.",{"id":5547,"title":5548,"titles":5549,"content":5550,"level":236},"/support/portals/portal-views#_4-filtering-which-records-appear","4. Filtering Which Records Appear",[678],"Two kinds of filter control what a portal user sees in a collection item. Static filters apply fixed conditions to every user of the portal, for example Status is \"Active\", or Category is \"Published\". User-based filters (external portals) show each user only their own records, by matching a field on this collection against a field on their user record: In the filter configuration, add a User-Based Filter.Select the field on this collection that links to user records.Select the corresponding field in the user collection.Select Current Record to match on the signed-in user's own record. Example: in a Projects collection, filter where \"Client\" equals the current user's record, so each client only sees their own projects. See our External Portals guide for the full walkthrough of user-based filters.",{"id":5552,"title":5553,"titles":5554,"content":5555,"level":236},"/support/portals/portal-views#_5-sorting-and-grouping-records","5. Sorting and Grouping Records",[678],"Set a default Sort Field and Sort Direction (ascending or descending) so records appear in a sensible order without the user having to set it themselves. You can also group records by a field - useful for long lists. For date fields, select a grouping Precision (Day, Month or Year); for hierarchical data, configure additional levels so records nest under their parent group.",{"id":5557,"title":5558,"titles":5559,"content":5560,"level":236},"/support/portals/portal-views#_6-configuring-catalogue-view","6. Configuring Catalogue View",[678],"Once a navigation item uses catalogue display, a few extra options appear: Categorising Field - the field used to create categories; records are grouped by its unique values.Catalogue Layout - Cards for visual tiles, or Table for a list format within each category.Featured Image - an image field used on record cards and category headers.Hierarchical Grouping - for nested category structures, configure parent-child relationships and per-level sorting.",{"id":5562,"title":5563,"titles":5564,"content":5565,"level":236},"/support/portals/portal-views#_7-creating-named-portal-views","7. Creating Named Portal Views",[678],"Within a single collection navigation item, you can offer several Portal Views - named, filtered perspectives on the same data, so users can jump straight to what matters to them.",{"id":5567,"title":5568,"titles":5569,"content":5570,"level":1175},"/support/portals/portal-views#_1-add-a-view","1. Add a view",[678,5563],"In the navigation item configuration, find Portal Views and click + Add View.",{"id":5572,"title":5573,"titles":5574,"content":5575,"level":1175},"/support/portals/portal-views#_2-configure-it","2. Configure it",[678,5563],"Give the view a Name (e.g. \"Active Projects\", \"Overdue Tasks\"), an optional Icon, and its own Filters and Sorting. Once you've added more than one, portal users can switch between them - each shows only the records matching its filters. For a Tasks collection, for example, you might offer \"All Tasks\" (no extra filter), \"Overdue\" (Due Date before today), \"Completed\" (Status is \"Completed\"), and \"This Week\" (Due Date within the current week).",{"id":5577,"title":5578,"titles":5579,"content":5580,"level":236},"/support/portals/portal-views#_8-showing-related-records","8. Showing Related Records",[678],"A record often needs to show data from elsewhere - the tasks attached to a project, for instance. Portals reuse the same  concept you already know from records: a subcollection of related records shown inside another record's details.",{"id":5582,"title":5583,"titles":5584,"content":5585,"level":1175},"/support/portals/portal-views#_1-add-a-list","1. Add a list",[678,5578],"In the navigation item configuration, find Lists, then add one: select the child collection, select which fields are visible, and apply filters if needed. Example: show Tasks as a collection list within Project records, so a client sees their project's tasks without leaving the project page.",{"id":5587,"title":5588,"titles":5589,"content":5590,"level":1175},"/support/portals/portal-views#_2-add-an-associated-collection-optional","2. Add an associated collection (optional)",[678,5578],"For records linked through record fields or multi-record fields rather than a child collection, add an Associated Collection instead, and configure the relationship and display settings.",{"id":5592,"title":5593,"titles":5594,"content":5595,"level":236},"/support/portals/portal-views#_9-letting-users-move-records-through-workflow-stages","9. Letting Users Move Records Through Workflow Stages",[678],"If a portal collection has a , you can let users trigger stage transitions themselves - useful for self-service approvals or status updates. In the navigation item configuration, find Workflow Actions. For each stage transition, choose whether it's available in the portal and set any conditions for when it should appear. You can also control where the action buttons show up: in row actions on Table View, or in the header or actions area of Record Details.",{"id":5597,"title":5598,"titles":5599,"content":5600,"level":236},"/support/portals/portal-views#_10-making-forms-and-automations-available","10. Making Forms and Automations Available",[678],"s let portal users submit information or trigger an  without needing full Kinabase access - for example, a client uploading a document or requesting a change. In the navigation item configuration, find Automations and select which forms and automations are available; they appear to users as action buttons that trigger the automation and open its form. Forms keep their own visibility conditions, so you can show different forms to different user types, require certain field values before a form is available, or limit a form to specific workflow stages.",{"id":5602,"title":5603,"titles":5604,"content":5605,"level":236},"/support/portals/portal-views#best-practices","Best Practices",[678],"Only show fields that users need. Too many columns make tables hard to read. Sort by the most relevant field - usually by priority, due date, or status. Use portal views to help users find what they need without complex filtering. If your data has images or natural categories, catalogue view provides better browsing. Use the Preview as user feature to see exactly what portal users will experience.",{"id":5607,"title":5379,"titles":5608,"content":5609,"level":236},"/support/portals/portal-views#related-guides",[678],"Internal Portals - set up portals for team membersExternal Portals - set up portals for clients and partnersViews - table, side by side and timeline views elsewhere in KinabaseCustom Domains & Branding - personalise the portal appearance Thoughtful view configuration makes portals intuitive and efficient for users. Take time to consider what information users need most, and present it in the clearest way possible. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":683,"title":682,"titles":5611,"content":5612,"level":885},[],"Learn how to grant portal access, send invitations, track user status, and manage access for both internal and external portal users. Once your portal is set up, you need to manage who can access it. This guide covers granting access, sending invitations, tracking user status, and revoking access when needed.",{"id":5614,"title":5615,"titles":5616,"content":5617,"level":236},"/support/portals/managing-portal-users#_1-internal-portal-users","1. Internal Portal Users",[682],"For internal portals, access is controlled through Kinabase permissions rather than per-user invitations.",{"id":5619,"title":5620,"titles":5621,"content":5622,"level":1175},"/support/portals/managing-portal-users#_1-open-the-portals-users-tab","1. Open the portal's Users tab",[682,5615],"Open your portal in Settings → Operations → Portals, then go to the Users tab.",{"id":5624,"title":5625,"titles":5626,"content":5627,"level":1175},"/support/portals/managing-portal-users#_2-configure-access","2. Configure access",[682,5615],"Select who can access the portal: Everyone - all users with Kinabase accounts can accessBy Role - only users with specific  can access If you select By Role, select which roles have access. Only colleagues with one of those roles will see and be able to sign in to the portal. To change a colleague's access afterwards, update their role in Settings → Organisation → Users, or adjust which roles the portal allows. See Assign Roles & Permissions for more on managing roles.",{"id":5629,"title":5630,"titles":5631,"content":5632,"level":236},"/support/portals/managing-portal-users#_2-external-portal-users","2. External Portal Users",[682],"For external portals, each user is matched to a record in your user , and access is managed per record.",{"id":5634,"title":5635,"titles":5636,"content":5637,"level":1219},"/support/portals/managing-portal-users#understanding-access-states","Understanding Access States",[682,5630],"Each user record has one of five access states, per portal: StatusDescriptionNo Portal AccessAccess has not been granted.Access GrantedAccess enabled, but no invitation sent yet.Pending AccessAn invitation was sent (usually by an automation) before access was granted - it's still awaiting access.InvitedAccess is granted and an invitation has been sent, but the user hasn't signed in yet.Active UserThe user has signed in at least once. Pending Access is the state that catches people out - it means an invite already went out, often via an automation, ahead of access being granted. Click Grant Access to move the user on to Invited.",{"id":5639,"title":5640,"titles":5641,"content":5642,"level":1219},"/support/portals/managing-portal-users#viewing-portal-access","Viewing Portal Access",[682,5630],"To see a user's portal access status: Open their record in the user collection (e.g. a client record).Find the Portal Access section.Review the status for each available portal, alongside Last Accessed (when they last signed in) and Last Invited (when the invitation was last sent).",{"id":5644,"title":5645,"titles":5646,"content":235,"level":236},"/support/portals/managing-portal-users#_3-granting-access","3. Granting Access",[682],{"id":5648,"title":5649,"titles":5650,"content":5651,"level":1175},"/support/portals/managing-portal-users#individual-records","Individual records",[682,5645],"Open the user's record in the user collection.Find the Portal Access section.Click Grant Access for the relevant portal. The user now has access, but hasn't received an invitation yet.",{"id":5653,"title":5654,"titles":5655,"content":5656,"level":1175},"/support/portals/managing-portal-users#bulk-access","Bulk access",[682,5645],"Open the user collection.Select multiple records using the checkboxes.Open the bulk actions menu and select Grant Access.Select the portal, then confirm.",{"id":5658,"title":5659,"titles":5660,"content":5661,"level":236},"/support/portals/managing-portal-users#_4-sending-invitations","4. Sending Invitations",[682],"After granting access, send an invitation so the user knows how to sign in.",{"id":5663,"title":5664,"titles":5665,"content":5666,"level":1175},"/support/portals/managing-portal-users#individual-invitations","Individual invitations",[682,5659],"Open the user's record and find the Portal Access section.Click Send Invite for the portal. The user receives an email with a link to the portal, sign-in instructions, and your customised invitation message.",{"id":5668,"title":5669,"titles":5670,"content":5671,"level":1175},"/support/portals/managing-portal-users#bulk-invitations","Bulk invitations",[682,5659],"Select multiple records in the user collection.Use the bulk actions menu to select Send Invite.Select the portal, then confirm.",{"id":5673,"title":5674,"titles":5675,"content":5676,"level":1175},"/support/portals/managing-portal-users#resending-invitations","Resending invitations",[682,5659],"If a user didn't receive their invitation, or needs a reminder, open their record and click Resend Invite - this appears for any user with Invited status.",{"id":5678,"title":5679,"titles":5680,"content":5681,"level":236},"/support/portals/managing-portal-users#_5-automating-invitations","5. Automating Invitations",[682],"You can grant, invite or revoke external portal access automatically using an . Go to Settings → Operations → Automations.Create or edit an automation on the user collection, and set a trigger (e.g. Record Added).Add the Update portal access step, then select the Portal and an Action:\nSend invite (grant access + send email) - grants access and emails the invitation in one stepGrant access (without invitation email) - enables access without emailing anythingRevoke access - removes access Example: trigger on Record Added in the Clients collection, with a condition that Status is \"Active\", running Update portal access with Send invite for the \"Client Portal\" - this automatically invites new active clients as soon as their record is created.",{"id":5683,"title":5684,"titles":5685,"content":235,"level":236},"/support/portals/managing-portal-users#_6-revoking-access","6. Revoking Access",[682],{"id":5687,"title":5688,"titles":5689,"content":5690,"level":1175},"/support/portals/managing-portal-users#individual-revocation","Individual revocation",[682,5684],"Open the user's record and find the Portal Access section.Click Revoke Access. The user immediately loses access: they can no longer sign in, any active sessions end straight away, and their data in the portal is no longer accessible. Access can be re-granted later if needed.",{"id":5692,"title":5693,"titles":5694,"content":5695,"level":236},"/support/portals/managing-portal-users#_7-monitoring-portal-usage","7. Monitoring Portal Usage",[682],"Tracking active users - open the user collection and look at the portal access status column; Active User indicates a colleague or external user who has signed in.Viewing last access - each user record shows Last Accessed, helpful for spotting inactive users or confirming access.Portal access views - build s to monitor usage, for example filtering on Portal Access Status is \"Active User\" sorted by Last Accessed, or Portal Access Status is \"Invited\" sorted by Last Invited to follow up with anyone who hasn't signed in yet.",{"id":5697,"title":5698,"titles":5699,"content":235,"level":236},"/support/portals/managing-portal-users#_8-troubleshooting-access-issues","8. Troubleshooting Access Issues",[682],{"id":5701,"title":5702,"titles":5703,"content":5704,"level":1219},"/support/portals/managing-portal-users#user-cant-sign-in","User can't sign in",[682,5698],"If the user's email isn't recognised:Check the email in their user record matches exactly what they're entering.Verify access has been granted, not just Pending Access.Ensure the user collection and email field are correctly configured in the portal's Users tab. If the verification code email doesn't arrive:Check spam and junk folders.Verify the email address on the record is correct.Check the outbound email address is configured in the portal's Emails tab.Resend the invitation to trigger a new code. Confirm the user is using the correct portal URL.Verify they're entering the email that matches their record.Check the portal's user collection and email field configuration.Try revoking and re-granting access.",{"id":5706,"title":5707,"titles":5708,"content":5709,"level":1219},"/support/portals/managing-portal-users#user-cant-see-expected-data","User can't see expected data",[682,5698],"See our External Portals guide for full detail on configuring user-based filters. Check the user-based filters are correctly configured.Verify records exist that link to the user's record.Ensure field visibility rules don't hide all content.Use Preview as user to see exactly what the user sees. Review all filters applied to the navigation item.Check portal views and their filter conditions.Verify the linking field correctly references the user's record.",{"id":5711,"title":5712,"titles":5713,"content":5714,"level":236},"/support/portals/managing-portal-users#_9-best-practices","9. Best Practices",[682],"Ensure access is granted before inviting, so the user can sign in immediately. When onboarding multiple users, use bulk actions to save time. Create views to track who has been invited but hasn't signed in yet. Set up automations to invite users automatically when conditions are met. When a relationship ends, remove portal access to maintain security. Let users know to expect an invitation email, and provide support contact details.",{"id":5716,"title":5379,"titles":5717,"content":5718,"level":236},"/support/portals/managing-portal-users#related-guides",[682],"Internal Portals - set up portals for team membersExternal Portals - set up portals for clients and partnersCustom Domains & Branding - customise the portal appearanceAssign Roles & Permissions - manage user roles Effective user management ensures the right people have access to your portals at the right time. Regular monitoring, and prompt action when access needs to change, keeps your portals secure and valuable. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":687,"title":686,"titles":5720,"content":5721,"level":885},[],"Learn how to configure custom domains and apply your organisation's branding to Kinabase portals. Portals can be fully customised to reflect your organisation's identity. Use your own domain, apply your brand colours, and personalise the user experience so the portal feels like a natural extension of your business.",{"id":5723,"title":5724,"titles":5725,"content":5726,"level":236},"/support/portals/custom-domains-and-branding#_1-hosting-options","1. Hosting Options",[686],"Every portal needs a web address where users access it. Kinabase offers two options:",{"id":5728,"title":5729,"titles":5730,"content":5731,"level":1219},"/support/portals/custom-domains-and-branding#kinabase-hosting","Kinabase Hosting",[686,5724],"By default, your portal is hosted on a Kinabase subdomain: Format: your-portal-name.kinabase.cloudAutomatically configuredNo additional setup requiredSSL certificate included This option is quick to set up and works well for internal portals or initial testing.",{"id":5733,"title":5734,"titles":5735,"content":5736,"level":1219},"/support/portals/custom-domains-and-branding#custom-domain","Custom Domain",[686,5724],"Use your own domain for a more professional appearance: Format: portal.yourcompany.com (or any subdomain you choose)Requires DNS configurationSSL certificate automatically provisionedBuilds trust with external users Custom domains are recommended for client-facing external portals.",{"id":5738,"title":5739,"titles":5740,"content":235,"level":236},"/support/portals/custom-domains-and-branding#_2-setting-up-a-custom-domain","2. Setting Up a Custom Domain",[686],{"id":5742,"title":5743,"titles":5744,"content":5745,"level":1175},"/support/portals/custom-domains-and-branding#_1-choose-your-domain","1. Choose Your Domain",[686,5739],"Decide on the subdomain you want to use, for example: portal.yourcompany.comclients.yourcompany.compartners.yourcompany.com You can use any subdomain of a domain you control.",{"id":5747,"title":5748,"titles":5749,"content":5750,"level":1175},"/support/portals/custom-domains-and-branding#_2-configure-dns","2. Configure DNS",[686,5739],"Add a CNAME record in your domain's DNS settings: SettingValueTypeCNAMEHost/NameThe subdomain (e.g., portal)Target/Valueportal.kinabase.cloudTTL3600 seconds (or \"Automatic\") DNS is configured through your domain registrar or DNS provider. Common providers include:Cloudflare - DNS section in your domain dashboardGoDaddy - DNS Management in domain settingsNamecheap - Advanced DNS in domain managementGoogle Domains - DNS settings in your domainAWS Route 53 - Hosted zonesIf you're unsure, contact your IT team or domain administrator.",{"id":5752,"title":5753,"titles":5754,"content":5755,"level":1175},"/support/portals/custom-domains-and-branding#_3-configure-in-kinabase","3. Configure in Kinabase",[686,5739],"Open your portal in Settings → Operations → PortalsGo to the Hosting tabSelect Custom DomainEnter your full custom domain (e.g., portal.yourcompany.com)Click Verify Domain",{"id":5757,"title":5758,"titles":5759,"content":5760,"level":1175},"/support/portals/custom-domains-and-branding#_4-wait-for-dns-propagation","4. Wait for DNS Propagation",[686,5739],"DNS changes can take up to 24 hours to propagate globally, though they often complete within minutes. If verification fails: Wait 15-30 minutes and try againDouble-check your CNAME record is correctEnsure there are no conflicting A records for the same subdomain",{"id":5762,"title":5763,"titles":5764,"content":5765,"level":1175},"/support/portals/custom-domains-and-branding#_5-verification-complete","5. Verification Complete",[686,5739],"Once verified: Your custom domain is activeAn SSL certificate is automatically provisionedUsers can access the portal at your custom domainYour subscription and invoicing will update accordingly",{"id":5767,"title":5768,"titles":5769,"content":5770,"level":236},"/support/portals/custom-domains-and-branding#_3-branding-your-portal","3. Branding Your Portal",[686],"Make the portal visually match your organisation's identity.",{"id":5772,"title":5773,"titles":5774,"content":5775,"level":1219},"/support/portals/custom-domains-and-branding#brand-identity","Brand Identity",[686,5768],"Apply one of your organisation's brands to the portal: Open your portal in Settings → Operations → PortalsGo to the Display tabUnder Brand Identity, select your brand The brand determines: Logo and visual identityFont family for headings and textColour palette for UI elements If you haven't set up brands yet, see our Brand Guide guide.",{"id":5777,"title":5778,"titles":5779,"content":5780,"level":1219},"/support/portals/custom-domains-and-branding#design-colours","Design Colours",[686,5768],"Customise the portal's background colour: In the Display tab, find Design ColoursClick the colour picker to select a background colourThe colour defaults to your brand palette if not specified This background colour appears behind the main portal content.",{"id":5782,"title":5783,"titles":5784,"content":5785,"level":1219},"/support/portals/custom-domains-and-branding#managing-multiple-brands","Managing Multiple Brands",[686,5768],"If your organisation has multiple brands (e.g., different divisions or white-label services): Create brands in Settings → Organisation → Branding.Each portal can use a different brand.External portals can be fully white-labelled for different clients.",{"id":5787,"title":5788,"titles":5789,"content":5790,"level":236},"/support/portals/custom-domains-and-branding#_4-display-messages","4. Display Messages",[686],"Customise the text users see at key moments:",{"id":5792,"title":5793,"titles":5794,"content":5795,"level":1219},"/support/portals/custom-domains-and-branding#sign-in-message","Sign-In Message",[686,5788],"Displayed on the sign-in page: Heading - welcome title (e.g., \"Welcome to the Client Portal\")Instructions - guidance for signing in",{"id":5797,"title":5798,"titles":5799,"content":5800,"level":1219},"/support/portals/custom-domains-and-branding#support-message","Support Message",[686,5788],"Information about getting help: Heading - support section titleInstructions - contact details, hours, or guidance",{"id":5802,"title":5803,"titles":5804,"content":5805,"level":1219},"/support/portals/custom-domains-and-branding#welcome-message","Welcome Message",[686,5788],"Displayed after users sign in: Heading - greeting (e.g., \"Hello!\")Instructions - orientation or key information Each message supports rich text formatting, so you can include: Formatted text (bold, italic, lists)Links to resourcesContact information",{"id":5807,"title":5808,"titles":5809,"content":5810,"level":236},"/support/portals/custom-domains-and-branding#_5-email-templates","5. Email Templates",[686],"Customise the emails sent to portal users:",{"id":5812,"title":5813,"titles":5814,"content":5815,"level":1219},"/support/portals/custom-domains-and-branding#invitation-email","Invitation Email",[686,5808],"Sent when you invite a new user to the portal: Subject - email subject lineMessage - email body with invitation link",{"id":5817,"title":5818,"titles":5819,"content":5820,"level":1219},"/support/portals/custom-domains-and-branding#sign-in-email","Sign-In Email",[686,5808],"Sent when users request a verification code: Subject - email subject lineMessage - email body with the verification code When customising email templates:Keep subject lines clear and recognisableInclude your organisation name so users know who the email is fromProvide context about what the portal is forInclude support contact informationTest emails by sending invitations to yourself",{"id":5822,"title":5374,"titles":5823,"content":5824,"level":236},"/support/portals/custom-domains-and-branding#_6-best-practices",[686],"A branded domain builds trust. Clients expect to see your domain, not a third-party URL. Use the same brand identity as your website and other communications. Clear, friendly text helps users feel confident using the portal. Send yourself an invitation and go through the complete sign-in process. If your organisation rebrands, remember to update portal branding too.",{"id":5826,"title":5827,"titles":5828,"content":235,"level":236},"/support/portals/custom-domains-and-branding#_7-troubleshooting","7. Troubleshooting",[686],{"id":5830,"title":5831,"titles":5832,"content":5833,"level":1219},"/support/portals/custom-domains-and-branding#custom-domain-issues","Custom Domain Issues",[686,5827],"If domain verification fails:Check the CNAME record - ensure it points to portal.kinabase.cloudWait for propagation - DNS changes can take up to 24 hoursCheck for conflicts - remove any A records for the same subdomainVerify the domain - ensure you entered the exact domain in KinabaseUse a DNS checker tool to verify your CNAME record is visible. SSL certificates are provisioned automatically after domain verification. If you see certificate warnings:Wait a few minutes for the certificate to be issuedClear your browser cacheTry accessing the portal in an incognito/private window If a previously working domain stops:Check your DNS settings haven't changedVerify the domain is still verified in Kinabase portal settingsContact support if the issue persists",{"id":5835,"title":5836,"titles":5837,"content":5838,"level":1219},"/support/portals/custom-domains-and-branding#branding-issues","Branding Issues",[686,5827],"If your logo doesn't appear:Check the brand is correctly configured in Settings → Organisation → BrandingEnsure the logo image is uploaded and visibleVerify the portal is set to use the correct brand Slight colour variations can occur due to:Monitor calibration differencesBrowser renderingEnsure you're using the exact hex values from your brand guide.",{"id":5840,"title":5379,"titles":5841,"content":5842,"level":236},"/support/portals/custom-domains-and-branding#related-guides",[686],"Brand Guide - configure branding, colours and logosInternal Portals - portals for team membersExternal Portals - portals for clients and partnersManaging Portal Users - invite and manage users A well-branded portal reinforces your professionalism and makes users feel they're in the right place. Take the time to configure these settings thoughtfully, and your portal will be a seamless extension of your brand. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":691,"title":690,"titles":5844,"content":5845,"level":885},[],"Learn how to set inactivity timeouts on portals to automatically sign out idle users, protecting sensitive data on shared or unattended devices. can be configured with inactivity timeouts to automatically sign out idle users. This is especially important for portals that handle sensitive data or are accessed on shared devices.",{"id":5847,"title":5848,"titles":5849,"content":5850,"level":236},"/support/portals/portal-security#_1-inactivity-timeouts","1. Inactivity Timeouts",[690],"When enabled, Kinabase tracks how long a portal user has been idle and automatically signs them out once the configured period elapses. By default, portal sessions expire after 14 days of inactivity. With inactivity timeouts enabled, you can shorten this to as little as 30 minutes.",{"id":5852,"title":5853,"titles":5854,"content":5855,"level":236},"/support/portals/portal-security#_2-configuring-an-inactivity-timeout","2. Configuring an Inactivity Timeout",[690],"Go to Settings → Operations → PortalsOpen the portal you want to configureSelect the Security pane in the portal settings sidebarTurn on Enable inactivity timeout.Select a Timeout duration from the dropdown - the default is 1 day.Save your changes. The new timeout applies to all future sign-ins for that portal. Existing sessions continue with the previous 14-day expiry until the user signs in again.",{"id":5857,"title":5858,"titles":5859,"content":5860,"level":1175},"/support/portals/portal-security#available-timeout-durations","Available Timeout Durations",[690,5853],"Duration30 minutes1 hour2 hours4 hours8 hours1 day2 days1 week2 weeks4 weeks To return to the default 14-day session expiry, turn Enable inactivity timeout off.",{"id":5862,"title":5863,"titles":5864,"content":5865,"level":236},"/support/portals/portal-security#_3-what-portal-users-see","3. What Portal Users See",[690],"When a session is about to expire, a modal appears with the message \"Are you still there?\" and two options: Continue Session - resets the countdown so the user can keep workingSign Out - ends the session immediately If the user takes no action, they are signed out automatically and redirected to the portal sign-in page.",{"id":5867,"title":5868,"titles":5869,"content":5870,"level":1175},"/support/portals/portal-security#multi-tab-behaviour","Multi-Tab Behaviour",[690,5863],"If a user has the portal open in multiple browser tabs, extending the session in one tab automatically refreshes the countdown in every other open tab. Users do not need to interact with each tab individually.",{"id":5872,"title":5873,"titles":5874,"content":5875,"level":236},"/support/portals/portal-security#_4-who-can-configure-timeouts","4. Who Can Configure Timeouts",[690],"Only  with permission to edit portal settings can configure inactivity timeouts. Portal users (both internal and external) cannot change the timeout themselves.",{"id":5877,"title":5878,"titles":5879,"content":5880,"level":236},"/support/portals/portal-security#_5-when-to-use-inactivity-timeouts","5. When to Use Inactivity Timeouts",[690],"Consider a short timeout (30 minutes to 1 hour) for portals that expose financial, personal or confidential information. Select a duration that matches your organisation's security and compliance policies. Enable shift-length timeouts (4 to 8 hours) on portals used by warehouse staff, receptionists, or other users who share a terminal, so sessions are secured when staff walk away. Consider a longer timeout for internal knowledge bases or low-sensitivity portals where users need to stay signed in for longer periods. Apply different timeout policies across portals - lock down high-risk portals while keeping others convenient.",{"id":5882,"title":5379,"titles":5883,"content":5884,"level":236},"/support/portals/portal-security#related-guides",[690],"Portals Overview - what portals are and how they workExternal Portals - set up portals for clients and partnersInternal Portals - set up portals for team membersManaging Portal Users - control access and invitations Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":696,"title":695,"titles":5886,"content":5887,"level":885},[],"An orientation to everything Kinabase connects with - Microsoft 365, email and Outlook, SharePoint, accounting and payments, SQL databases, VoIP, and the Kinabase API. Kinabase rarely works alone. Most organisations connect it to their identity provider, their inbox, their file storage, their accounting system, and sometimes their own internal tools. This section is your map of everything Kinabase can connect to, and where to go to set each one up. Most of these connections live in one place: Settings → Integrations. A few sit elsewhere - the API is under Settings → System, and Microsoft 365 sign-in is configured under Identity & Provisioning in Settings.",{"id":5889,"title":5890,"titles":5891,"content":5892,"level":236},"/support/integrations#_1-what-kinabase-connects-with","1. What Kinabase connects with",[695],"Single sign-on and automatic user sync through your organisation's existing Microsoft 365 account. Forward emails into activities, work from the Link to Kinabase add-in, and send outbound emails from your own domain. Store record files in your SharePoint document library instead of Kinabase's built-in storage. Sync contacts, invoices and bills with Xero or QuickBooks, and collect payments with GoCardless. Connect a Microsoft SQL Server or MySQL database so its data can be used alongside your Kinabase records. Connect approved external systems to Kinabase, with separate technical documentation for developers. Click a phone number on a record to start a call through your VoIP provider.",{"id":5894,"title":5895,"titles":5896,"content":5897,"level":236},"/support/integrations#_2-building-on-top-of-kinabase","2. Building on top of Kinabase",[695],"If you're an implementation partner or developer building against Kinabase, use our developer documentation for the technical setup. The Kinabase API guide explains how a System admin registers and manages an integration. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":702,"title":701,"titles":5899,"content":5900,"level":885},[],"Learn how to connect Microsoft SQL Server and MySQL databases to Kinabase from the Data Sources area, with encrypted credentials and built-in connection testing. let you connect Microsoft SQL Server and MySQL databases to Kinabase, so the information your team relies on can live alongside everything else instead of being scattered across separate tools and manual copies. Kinabase encrypts saved connection details and checks encrypted connections and certificates. Use a read-only database account so the connection has only the access it needs.",{"id":5902,"title":5903,"titles":5904,"content":5905,"level":236},"/support/integrations/sql-data-sources#_1-what-you-can-do-with-data-sources","1. What you can do with data sources",[701],"Connect Microsoft SQL Server and MySQL databases from a single Data Sources area in Settings. Kinabase encrypts saved connection details and checks the security of the connection. Use the built-in connection test to confirm a source is reachable before you save it. Each connection shows a clear status badge, so you always know whether it is active.",{"id":5907,"title":5908,"titles":5909,"content":5910,"level":236},"/support/integrations/sql-data-sources#_2-before-you-start","2. Before you start",[701],"You'll need to sign in as a System admin. Ask your database administrator for a connection string that uses a read-only database account and an encrypted connection. Data sources are enabled per organisation. If you can't see Data Sources under Settings → Integrations, contact our support team to enable it for your organisation.",{"id":5912,"title":5913,"titles":5914,"content":235,"level":236},"/support/integrations/sql-data-sources#_3-connect-a-data-source","3. Connect a data source",[701],{"id":5916,"title":5917,"titles":5918,"content":5919,"level":1175},"/support/integrations/sql-data-sources#_1-open-the-data-sources-area","1. Open the Data Sources area",[701,5913],"Click on your name in the bottom-left corner of Kinabase and select Settings.Open the Integrations section.Select Data Sources. Here you'll see any data sources that are already connected, along with their provider and current status.",{"id":5921,"title":5922,"titles":5923,"content":5924,"level":1175},"/support/integrations/sql-data-sources#_2-add-a-data-source","2. Add a data source",[701,5913],"Select Add data source.Select your provider - Microsoft SQL Server or MySQL.Enter a Display name to help you recognise the connection later, such as \"Reporting warehouse\".Paste your Connection string. It should identify the database, use a read-only account and require an encrypted connection. If the database is available over the public internet, its security certificate must match the address in the connection string. Ask your database administrator if you're unsure. Connection details are encrypted and only used to read data.",{"id":5926,"title":5927,"titles":5928,"content":5929,"level":1175},"/support/integrations/sql-data-sources#_3-test-the-connection","3. Test the connection",[701,5913],"Before saving, select Test connection to check that the database is reachable with the details you've entered. Kinabase tells you whether the connection test passed, or shows an error if it couldn't connect. Once you're happy, save the data source. New connections appear in the Data Sources list straight away.",{"id":5931,"title":5932,"titles":5933,"content":5934,"level":236},"/support/integrations/sql-data-sources#_4-connection-status","4. Connection status",[701],"Each data source shows a status badge so you can see its state at a glance: The data source is active and reachable. The last connection attempt failed. Open the data source to see the error and check the connection details. The data source has been switched off and is not currently in use. The saved connection string has been removed. Reconnect the source to use it again, or delete it.",{"id":5936,"title":5937,"titles":5938,"content":5939,"level":236},"/support/integrations/sql-data-sources#_5-edit-disconnect-or-delete-a-data-source","5. Edit, disconnect or delete a data source",[701],"You stay in full control of every connection: Edit a data source to change its display name or update its connection string.Disconnect a data source to stop Kinabase using it. The saved connection string is removed, and the source moves to a Disconnected status until you reconnect it.Delete a data source to remove it from the list entirely. You need to disconnect a source first before you can delete it. Connecting a SQL database lets your team work with its information in Kinabase while your System admins retain control of the connection. See also: Integrations overview | The Kinabase API. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":706,"title":705,"titles":5941,"content":5942,"level":885},[],"Learn how System admins register an integration, protect its credentials and find the Kinabase developer documentation. The Kinabase API lets approved external systems work with your organisation's , ,  and other data. System admins control which integrations are registered. A developer or implementation partner should complete the technical setup.",{"id":5944,"title":5945,"titles":5946,"content":5947,"level":236},"/support/integrations/api#_1-what-you-can-do-with-the-api","1. What you can do with the API",[705],"Find, add and update records, including groups of records, and move them through workflow stages. View how your collections are structured so an integration can use the right information. Let people sign in to an approved companion app using their Kinabase account. Send telemetry readings to Kinabase and work with payment records synced from GoCardless.",{"id":5949,"title":5908,"titles":5950,"content":5951,"level":236},"/support/integrations/api#_2-before-you-start",[705],"The Kinabase API is enabled per organisation. If you can't see API under Settings → System, contact our support team to enable it for your organisation. You'll need to sign in as a System admin to create and manage App Registrations. Ask the developer or integration provider what they need before creating one.",{"id":5953,"title":5954,"titles":5955,"content":5956,"level":236},"/support/integrations/api#_3-register-an-app","3. Register an app",[705],"Each integration needs its own App Registration. Keeping registrations separate lets you identify and remove one integration without affecting the others.",{"id":5958,"title":5959,"titles":5960,"content":5961,"level":1175},"/support/integrations/api#_1-open-the-api-pane","1. Open the API pane",[705,5954],"Click your name in the bottom-left corner of Kinabase, select Settings, open the System section, and select API.",{"id":5963,"title":5964,"titles":5965,"content":5966,"level":1175},"/support/integrations/api#_2-add-an-app-registration","2. Add an app registration",[705,5954],"Click Add, then give it a Name and a Description so your team knows what it's for.",{"id":5968,"title":5969,"titles":5970,"content":5971,"level":1175},"/support/integrations/api#_3-decide-whether-it-needs-to-sign-users-in","3. Decide whether it needs to sign users in",[705,5954],"Leave Allow this app to sign in users off unless the developer or integration provider tells you that people need to sign in through the integration. If you turn it on, enter the display name and return addresses they provide. Leave the other security settings at their defaults unless the developer documentation gives you different instructions.",{"id":5973,"title":5974,"titles":5975,"content":5976,"level":1175},"/support/integrations/api#_4-copy-your-credentials","4. Copy your credentials",[705,5954],"Each app registration has an App Id and an App Secret. Treat the App Secret like a password: share it only with the developer or provider responsible for the integration, using an approved secure method. If it is exposed, remove the registration and create a replacement.",{"id":5978,"title":5979,"titles":5980,"content":5981,"level":236},"/support/integrations/api#_4-explore-the-interactive-documentation","4. Explore the interactive documentation",[705],"Every App Registration pane includes an Open API documentation link. This opens technical documentation for your organisation and should be used by the person building the integration. For authentication instructions, data formats, available operations and usage limits, see our developer documentation.",{"id":5983,"title":5984,"titles":5985,"content":5986,"level":236},"/support/integrations/api#_5-send-data-out-with-the-make-an-api-call-step","5. Send data out with the Make an API call step",[705],"Inside an , the Make an API call step can send information from Kinabase to another system. Because this step can share record data outside Kinabase, ask someone familiar with the receiving system to configure and test it. This step sends information out of Kinabase. An event in another system cannot currently start a Kinabase automation. See Automation steps for the available settings. The Make an API call step is available on the Max plan. To get started, agree the requirements with your developer or integration provider, then register the integration under Settings → System → API. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":710,"title":709,"titles":5988,"content":5989,"level":885},[],"Connect a VoIP provider to Kinabase so your team can start calls directly from phone number fields on records. Connect a VoIP provider and any Phone Number field in Kinabase becomes clickable - click a number on a record and Kinabase places the call through your existing phone system, instead of your team dialling by hand.",{"id":5991,"title":5992,"titles":5993,"content":5994,"level":236},"/support/integrations/voip#_1-supported-providers","1. Supported providers",[709],"Kinabase's click-to-call integration works with four VoIP providers: Connect using a token, your extension, and a caller ID. Connect using your PBX address and a username and password. Connect using an API key and your user ID. Connect using your extension, and a username and password. Only one VoIP provider can be connected per organisation at a time.",{"id":5996,"title":5908,"titles":5997,"content":5998,"level":236},"/support/integrations/voip#_2-before-you-start",[709],"VoIP is part of Kinabase's Integrations access, available on the Pro and Max plans. If you can't see VoIP Integration under Settings → Integrations, ask your System admin to check your organisation's plan. You'll also need admin access to your VoIP provider's own dashboard, to find the credentials it asks for below.",{"id":6000,"title":6001,"titles":6002,"content":235,"level":236},"/support/integrations/voip#_3-connect-a-voip-provider","3. Connect a VoIP provider",[709],{"id":6004,"title":6005,"titles":6006,"content":6007,"level":1175},"/support/integrations/voip#_1-open-voip-integration","1. Open VoIP Integration",[709,6001],"Click your name in the bottom-left corner of Kinabase, select Settings, open the Integrations section, and select VoIP Integration.",{"id":6009,"title":6010,"titles":6011,"content":6012,"level":1175},"/support/integrations/voip#_2-select-your-provider","2. Select your provider",[709,6001],"Under Provider, select YesTech, Wildix, Xon or NTA.",{"id":6014,"title":6015,"titles":6016,"content":6017,"level":1175},"/support/integrations/voip#_3-enter-your-providers-credentials","3. Enter your provider's credentials",[709,6001],"The fields shown depend on the provider you chose: ProviderFieldsYesTechToken, Extension, Caller IDWildixPBX Address, Username, PasswordXonAPI Key, User IDNTAUsername, Password, Extension You'll find these in your provider's own dashboard, usually under its API or integrations settings.",{"id":6019,"title":2103,"titles":6020,"content":6021,"level":1175},"/support/integrations/voip#_4-save",[709,6001],"Click Save once every required field is filled in. Kinabase stores your credentials securely and click-to-call is available for your team straight away.",{"id":6023,"title":6024,"titles":6025,"content":6026,"level":236},"/support/integrations/voip#_4-making-a-call","4. Making a call",[709],"Once connected, any Phone Number field on a record shows as a clickable link. Click it, and Kinabase places the call through your configured provider - using your desk phone, softphone, or however your provider routes calls for your account.",{"id":6028,"title":6029,"titles":6030,"content":6031,"level":236},"/support/integrations/voip#_5-permissions","5. Permissions",[709],"Only a System admin can connect, change, or remove the VoIP provider. Any user who can see a record's phone number can click to call once a provider is connected. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":715,"title":719,"titles":6033,"content":6034,"level":885},[],"Learn how Kinabase connects to Xero and QuickBooks to keep contacts, invoices, and bills in sync, and how to collect payments with GoCardless. Kinabase connects to Xero and QuickBooks so your day-to-day  stay aligned with your accounting system, and to GoCardless so you can collect payments and manage subscriptions without leaving Kinabase. Contacts, products, invoices and bills can all be linked and kept in step, without re-keying data or exporting spreadsheets. Accounting integrations (Xero and QuickBooks) are part of the Max plan. The settings page prompts you to upgrade if your organisation is on a lower plan.",{"id":6036,"title":6037,"titles":6038,"content":6039,"level":236},"/support/accounting#_1-what-accounting-payments-helps-you-do","1. What Accounting & Payments Helps You Do",[719],"Link a  in any  - such as Customers, Suppliers, or Organisations - to your accounting contacts in Xero or QuickBooks. Outstanding and overdue balances then appear in the record sidebar. Link Product or Service records to items in your accounting system. Sales and purchase pricing, tax codes, and ledger codes flow into Kinabase. Create draft invoices and bills directly from a Kinabase record's line items. Track invoicing, bill coverage, and payment status from the record sidebar. Connect a payment provider to collect Direct Debit payments and manage subscriptions against your records.",{"id":6041,"title":6042,"titles":6043,"content":6044,"level":236},"/support/accounting#_2-select-your-provider","2. Select Your Provider",[719],"Only one accounting integration can be active per Kinabase organisation. If you connect a second provider, Kinabase warns you first and then disconnects the existing one automatically. Payments are separate from accounting, so you can connect a payment provider whether or not you use Xero or QuickBooks. Connect your Xero organisation to Kinabase using OAuth. Multi-organisation Xero accounts are supported - you'll be prompted to select which organisation to link. Connect your QuickBooks Online company to Kinabase. Customers and Suppliers are handled separately by QuickBooks - Kinabase guides you through choosing the right type. Once connected, select what each collection represents - Customers & Suppliers, Products & Services, Invoices, Subscriptions or Bills - and map fields between Kinabase and your accounting system.",{"id":6046,"title":6047,"titles":6048,"content":6049,"level":236},"/support/accounting#_3-how-accounting-is-structured","3. How Accounting Is Structured",[719],"Kinabase uses the same core structure for both accounting providers. Whichever one you connect, you will work with the same building blocks: People and companies you sell to or buy from. In QuickBooks, these are split into Customers and Suppliers. In Xero, a contact can be both. Products and Services with sales and purchase pricing, tax codes, and ledger codes. Transactions created from a record's line items. Status (Draft, Approved, Paid, etc.) and amounts flow back into Kinabase. Tax Codes and Chart of Accounts (Ledger Codes) are kept in , automatically populated when you connect.",{"id":6051,"title":6052,"titles":6053,"content":6054,"level":236},"/support/accounting#_4-manage-the-integrations","4. Manage the Integrations",[719],"Your accounting and payment connections live in Settings → Integrations → Accounting & Payments. You must be a System admin to connect, disconnect, or change a linked organisation. From the settings page you can: Connect an accounting provider or a payment provider.See the Organisation, Connected time, and Last active time for each connection.Sync Reference Data on demand from the options menu (⋯) on an accounting provider's row.Change Organisation (Xero only) without re-authenticating.Disconnect an integration. Any data already synced into Kinabase remains, but reference records (tax codes and ledger codes) are archived.",{"id":6056,"title":6057,"titles":6058,"content":6059,"level":236},"/support/accounting#_5-plan-and-permissions","5. Plan and Permissions",[719],"Connecting and disconnecting: System admins only.Configuring collections: System admins (collection configuration).Linking records and creating invoices/bills: Any user with write access to the relevant collection.Accounting plan: Max plan. Lower plans see an upgrade prompt on the settings page.Payments: enabled per organisation - if you can't see Payments, contact our support team to enable it. Connecting your accounting and payment providers to Kinabase keeps your operational and financial data in step, without re-keying anything by hand. Ready to get started? Connect Xero or QuickBooks, and set up collections for accounting. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":722,"title":721,"titles":6061,"content":6062,"level":885},[],"Connect Kinabase to Xero so you can link contacts, items, invoices, and bills, and keep tax codes and your chart of accounts in sync. Connect Kinabase to Xero to link  to Xero contacts and items, create draft invoices and bills, and keep your tax codes and chart of accounts in sync.",{"id":6064,"title":6065,"titles":6066,"content":6067,"level":236},"/support/accounting/xero#_1-before-you-start","1. Before You Start",[721],"You will need: Accounting integrations are part of the Max plan. The settings page will prompt you to upgrade if your organisation is on a lower plan. Only System admins can connect, disconnect, or switch the active accounting integration. You'll sign in to Xero during the OAuth flow. If your Xero sign-in has access to more than one organisation, Kinabase will ask which one to link. Read-Only Xero users cannot authorise the connection. Kinabase requests permission to read and write contacts, transactions, and settings.",{"id":6069,"title":6070,"titles":6071,"content":6072,"level":236},"/support/accounting/xero#_2-connect-xero","2. Connect Xero",[721],"Click your name in the bottom-left corner of Kinabase and select Settings.Navigate to Settings → Integrations → Accounting & Payments.Find Xero in the list of providers and click Connect.You will be redirected to Xero to sign in and authorise Kinabase.Review the access Kinabase is requesting (contacts, transactions, accounting settings, offline access) and click Allow access.Xero will redirect you back to Kinabase. A confirmation alert reads \"Successfully connected to Xero\". If your Xero sign-in has access to more than one organisation, a Select Xero Organisation dialog will open. Select the organisation you want to link to Kinabase and click Connect to Selected Organisation. After connecting, Kinabase automatically pulls your Tax Codes and Chart of Accounts from Xero.",{"id":6074,"title":6075,"titles":6076,"content":6077,"level":236},"/support/accounting/xero#_3-reference-data-synced-from-xero","3. Reference Data Synced From Xero",[721],"When you connect Xero, Kinabase populates two system collections that are available across your organisation: Each Xero tax rate (e.g. \"20% (VAT on Income)\", \"Zero Rated Expenses\") is imported with its rate, type (Output, Input, or Both), and status. Each Xero account is imported with its code, account type (Bank, Current, Fixed, Revenue, Expense, etc.), and class (Asset, Liability, Equity, Revenue, Expense). You can re-sync this reference data at any time from the options menu (⋯) on the Xero row in Settings → Integrations → Accounting & Payments by clicking Sync Reference Data. When the integration is disconnected, the synced tax codes and ledger codes are archived (kept for history) but no longer offered in active dropdowns.",{"id":6079,"title":6080,"titles":6081,"content":6082,"level":236},"/support/accounting/xero#_4-link-records-to-xero","4. Link Records to Xero",[721],"Once Xero is connected, the Accounting pane appears in each collection's configuration. Use it to select what  in that collection represent in Xero: Each record can be linked to a Xero contact. Outstanding receivables and payables appear in the record details panel. Each record can be linked to a Xero item. Sales and purchase pricing appear in the record details panel. Records track invoices created from their line items, including coverage and payment status. Records track bills created from their line items, including coverage and payment status. For a full walkthrough, see our guide on configuring collections for accounting.",{"id":6084,"title":6085,"titles":6086,"content":6087,"level":236},"/support/accounting/xero#_5-use-xero-from-your-record","5. Use Xero from your Record",[721],"Open any record in a collection that has Xero linking enabled. A Xero card appears in the record details panel, on the right, with these controls: Link - search for an existing Xero contact, item, invoice, or bill, or create a new one in Xero from the record.Sync (refresh icon) - pull the latest data from Xero. A tooltip shows when it last synced.Open in Xero (external link icon) - open the linked Xero record in a new tab.Unlink - remove the connection. The record remains in Xero; only the link is removed.",{"id":6089,"title":6090,"titles":6091,"content":6092,"level":1219},"/support/accounting/xero#creating-an-invoice-or-bill","Creating an Invoice or Bill",[721,6085],"On collections configured for Invoices or Bills, a Create Invoice (or Create Bill) button is available. The modal lets you: Tick the line items to include.Adjust quantities (where not driven by a mapped field).Override the tax code and ledger code for each line.See per-line totals and the overall total. Click Create Invoice (or Create Bill) to push the transaction to Xero. Invoices and bills are created as Draft in Xero, so you can review and approve them there.",{"id":6094,"title":6095,"titles":6096,"content":6097,"level":236},"/support/accounting/xero#_6-switching-organisation","6. Switching Organisation",[721],"If you manage multiple Xero organisations, you can switch which one Kinabase is connected to without disconnecting first: Go to Settings → Integrations → Accounting & Payments.Open the ⋯ menu on the Xero row.Click Change Organisation.Select a different organisation in the dialog and confirm. Reference data (Tax Codes, Chart of Accounts) is re-synced from the new organisation. Existing links to contacts, items, invoices, and bills from the old organisation will no longer resolve, so use this with care.",{"id":6099,"title":6100,"titles":6101,"content":6102,"level":236},"/support/accounting/xero#_7-disconnecting-xero","7. Disconnecting Xero",[721],"Go to Settings → Integrations → Accounting & Payments.Open the ⋯ menu on the Xero row.Click Disconnect and confirm. Kinabase stops syncing immediately. Records that were linked to Xero contacts, items, invoices, or bills keep their last-known data for reference, but Sync and Create actions will no longer be available. Tax Codes and Ledger Codes are archived. Connecting QuickBooks while Xero is connected will disconnect Xero automatically. Kinabase will warn you with a Switch Accounting Provider dialog first.",{"id":6104,"title":6105,"titles":6106,"content":6107,"level":236},"/support/accounting/xero#_8-xero-specific-notes","8. Xero-Specific Notes",[721],"Give each Xero item a Code (SKU) if you want to use it on an invoice or bill created from Kinabase. You can still link an item without a code, but it won't be available on transaction lines.If your Xero account can access more than one organisation, use Change Organisation to switch without repeating the sign-in process.Invoices and bills created from Kinabase land in Xero as Draft. Approve them in Xero (or via Xero's own automation) to send them to customers or post them to the ledger.Xero statuses map into Kinabase as Draft, Submitted, Approved (Authorised), Paid, Void, or Deleted.",{"id":6109,"title":4661,"titles":6110,"content":6111,"level":236},"/support/accounting/xero#_9-troubleshooting",[721],"This means Kinabase found multiple Xero organisations on your sign-in but hasn't been told which one to link. Click the Xero row and click Connect to Selected Organisation.Your Xero user must have a Standard or Advisor role in the organisation to authorise the connection. Read-Only users will be blocked by Xero.Xero requires every line item that references a product to have a Code (SKU). Add a Code to the item in Xero and re-sync, or send the line as a description-only line instead.If Kinabase shows an Error badge for Xero, open the integration row to see the message. Disconnect and reconnect to re-authorise. Connecting Kinabase to your accounting system helps streamline your day-to-day activities and align your operations and financial processes. See also: Connect to QuickBooks | Configuring collections for accounting. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":726,"title":725,"titles":6113,"content":6114,"level":885},[],"Connect Kinabase to QuickBooks so you can link customers, suppliers, items, invoices, and bills, and keep tax codes and your chart of accounts in sync. Connect Kinabase to QuickBooks Online to link  to QuickBooks customers, suppliers, and items, create invoices and bills, and keep your tax codes and chart of accounts in sync.",{"id":6116,"title":6065,"titles":6117,"content":6118,"level":236},"/support/accounting/quickbooks#_1-before-you-start",[725],"You will need: Accounting integrations are part of the Max plan. The settings page will prompt you to upgrade if your organisation is on a lower plan. Only System admins can connect, disconnect, or switch the active accounting integration. You'll sign in to Intuit and select the QuickBooks company you want to connect. The integration is built for QuickBooks Online. QuickBooks Desktop is not supported.",{"id":6120,"title":6121,"titles":6122,"content":6123,"level":236},"/support/accounting/quickbooks#_2-connect-quickbooks","2. Connect QuickBooks",[725],"Click your name in the bottom-left corner of Kinabase and select Settings.Navigate to Settings → Integrations → Accounting & Payments.Find QuickBooks in the list of providers and click Connect.You will be redirected to Intuit to sign in and authorise Kinabase.Select the QuickBooks company you want to connect (if you have access to more than one), review the requested permissions, and click Connect.Intuit redirects you back to Kinabase. A confirmation alert reads \"Successfully connected to QuickBooks\". After connecting, Kinabase automatically pulls your Tax Codes and Chart of Accounts from QuickBooks. Unlike Xero, QuickBooks is connected to a single company per integration. To switch companies, Disconnect and reconnect to the company you want.",{"id":6125,"title":6126,"titles":6127,"content":6128,"level":236},"/support/accounting/quickbooks#_3-reference-data-synced-from-quickbooks","3. Reference Data Synced From QuickBooks",[725],"When you connect QuickBooks, Kinabase populates two system collections: Each QuickBooks tax code is imported with its name and status. Note that QuickBooks does not expose a single rate per code, so the rate field is left blank for QuickBooks-synced tax codes. Each QuickBooks account is imported with its name, account number (if set), account type, and class (Asset, Liability, Equity, Revenue, Expense). You can re-sync at any time from the options menu (⋯) on the QuickBooks row in Settings → Integrations → Accounting & Payments by clicking Sync Reference Data. When the integration is disconnected, the synced tax codes and ledger codes are archived but kept for historical records.",{"id":6130,"title":6131,"titles":6132,"content":6133,"level":236},"/support/accounting/quickbooks#_4-customers-and-suppliers-in-quickbooks","4. Customers and Suppliers in QuickBooks",[725],"QuickBooks stores Customers and Suppliers as separate entities, so a single QuickBooks contact cannot be both. Kinabase reflects this when you create or link contacts. When you click Create new contact from a Kinabase record, you'll be asked: QuickBooks stores customers and suppliers separately. Select which type to create:Customer - Use for invoice and receivable contacts.Supplier - Use for bill and payable contacts. This choice determines: Customers are listed under Sales → Customers; Suppliers under Expenses → Suppliers. Invoices can only be linked to Customers. Bills can only be linked to Suppliers. Kinabase will tell you if you try to use the wrong type:\"Invoices can only be sent to customers. The linked contact is a supplier - please link a customer contact instead.\" When linking a collection configured as Invoices, the contact search is automatically filtered to Customers. For Bills, it filters to Suppliers.",{"id":6135,"title":6136,"titles":6137,"content":6138,"level":236},"/support/accounting/quickbooks#_5-link-records-to-quickbooks","5. Link Records to QuickBooks",[725],"Once QuickBooks is connected, the Accounting pane appears in each collection's configuration. Use it to select what  in that collection represent: Each record can be linked to a QuickBooks customer or supplier. Outstanding receivables and payables appear in the record sidebar. Each record can be linked to a QuickBooks item. Sales and purchase pricing appear in the sidebar. QuickBooks item types such as Category, Discount, Other Charge, Payment, Sales Tax, Subtotal, and Description Only are not linkable. Records track invoices created from their line items, including coverage and payment status. Records track bills created from their line items, including coverage and payment status. For a full walkthrough, see our guide on configuring collections for accounting.",{"id":6140,"title":6141,"titles":6142,"content":6143,"level":236},"/support/accounting/quickbooks#_6-use-quickbooks-on-a-record","6. Use QuickBooks on a Record",[725],"Open any record in a collection that has QuickBooks linking enabled. A QuickBooks card appears in the sidebar with these controls: Link - search for an existing QuickBooks customer, supplier, item, invoice, or bill, or create a new one.Sync (refresh icon) - pull the latest data. A tooltip shows when it last synced.Open in QuickBooks (external link icon) - open the linked record in QuickBooks Online.Unlink - remove the connection. The QuickBooks record is untouched.",{"id":6145,"title":6090,"titles":6146,"content":6147,"level":1219},"/support/accounting/quickbooks#creating-an-invoice-or-bill",[725,6141],"On collections configured for Invoices or Bills, a Create Invoice (or Create Bill) button is available. The modal lets you: Tick the line items to include.Adjust quantities (where not driven by a mapped field).Override the tax code and ledger code for each line.See per-line totals and the overall total. Click Create Invoice (or Create Bill) to push the transaction to QuickBooks. QuickBooks does not have a Draft status equivalent to Xero. Invoices and bills created from Kinabase are posted to QuickBooks immediately. The Kinabase status reflects whether the transaction has been Sent, Paid, or simply Approved based on QuickBooks's state.",{"id":6149,"title":6150,"titles":6151,"content":6152,"level":236},"/support/accounting/quickbooks#_7-disconnecting-quickbooks","7. Disconnecting QuickBooks",[725],"Go to Settings → Integrations → Accounting & Payments.Open the ⋯ menu on the QuickBooks row.Click Disconnect and confirm. Kinabase stops syncing immediately. Records that were linked to QuickBooks customers, suppliers, items, invoices, or bills keep their last-known data for reference, but Sync and Create actions will no longer be available. Tax Codes and Ledger Codes are archived. Connecting Xero while QuickBooks is connected will disconnect QuickBooks automatically. Kinabase will warn you with a Switch Accounting Provider dialog first.",{"id":6154,"title":6155,"titles":6156,"content":6157,"level":236},"/support/accounting/quickbooks#_8-quickbooks-specific-notes","8. QuickBooks-Specific Notes",[725],"A QuickBooks contact is either a Customer or a Supplier - not both. When creating a contact from Kinabase, choose the type that matches how you'll transact with them.QuickBooks doesn't expose a single percentage rate per tax code (codes can include multiple tax components). The rate field on QuickBooks-synced tax codes is therefore blank.Invoices and bills are created live in QuickBooks - there's no draft state to review before posting.Kinabase infers invoice status: Paid when the balance is zero and a total is set; Sent when QuickBooks reports an email was sent; otherwise Approved. Bills are Paid when the balance is zero, otherwise Approved.Category, Discount, Other Charge, Payment, Sales Tax, Subtotal, and Description Only items are filtered out of the linkable items list.",{"id":6159,"title":4661,"titles":6160,"content":6161,"level":236},"/support/accounting/quickbooks#_9-troubleshooting",[725],"You tried to create an invoice against a record whose linked contact is a Supplier. Link a Customer contact instead, or create a new Customer in QuickBooks from the record.You tried to create a bill against a record whose linked contact is a Customer. Link a Supplier contact instead.QuickBooks rejects new items that reference an income or expense account without a matching sales or purchase price. Provide the price (or remove the account reference) and try again.Click Sync on the record's QuickBooks card to retrieve the latest information, then try the update again.If Kinabase shows an Error badge for QuickBooks, open the integration row to see the message. Disconnect and reconnect to re-authorise. Connecting Kinabase to your accounting system helps streamline your day-to-day activities and align your operations and financial processes. See also: Connect to Xero | Configuring collections for accounting. Need more help? Ask your System admin, or contact our support team via Help & Support.",{"id":730,"title":729,"titles":6163,"content":6164,"level":885},[],"Configure Kinabase collections to link to contacts, items, invoices, or bills in your accounting system, and map fields between the two. Once Xero or QuickBooks is connected, you decide what each  represents in your accounting system. For example, a Customers collection might link to Contacts, a Products collection to Items, and a Jobs collection to Invoices. First time setting up? Connect Xero or QuickBooks before following this guide.",{"id":6166,"title":6167,"titles":6168,"content":6169,"level":236},"/support/accounting/configure-collections#_1-open-the-accounting-pane","1. Open the Accounting Pane",[729],"In the sidebar, right-click the collection you want to configure (or open the collection and click the options menu (⋯)) and select Configure.In the configuration sidebar, find and click Accounting. If no accounting integration is connected, the pane shows an empty state with a Connect Accounting button that takes you to Settings → Integrations → Accounting & Payments.",{"id":6171,"title":6172,"titles":6173,"content":6174,"level":236},"/support/accounting/configure-collections#_2-select-an-accounting-record-type","2. Select an Accounting Record Type",[729],"The first setting in the pane is Accounting record type, which lets you select what records in this collection represent in your connected accounting system - Xero or QuickBooks. Records in this collection have no relationship to the accounting system. Each record can be linked to a contact in the accounting system. Outstanding balances and overdue amounts appear in the record details panel. Each record can be linked to a product or service. Sales and purchase pricing appear in the record details panel. Track invoices created from each record's line items. Coverage, payments, and outstanding amounts appear in the record details panel. Track bills created from each record's line items. Coverage, payments, and outstanding amounts appear in the record details panel. Changing the type later prompts you to confirm with a Change accounting linking? dialog. For Invoices and Bills, switching away will lose any existing transaction configuration and coverage data.",{"id":6176,"title":6177,"titles":6178,"content":6179,"level":236},"/support/accounting/configure-collections#_3-map-fields-between-kinabase-and-your-accounting-system","3. Map Fields Between Kinabase and Your Accounting System",[729],"When you select Customers & Suppliers or Products & Services, a Synced fields section appears: Select which fields to sync between your records and your connected accounting system. Each row pairs an accounting system field on the left with a Kinabase field on the right. For each pair, select the sync direction: Don't sync this field in either direction. Pull the value from the accounting system into Kinabase. Useful for fields you maintain in Xero or QuickBooks (such as outstanding balance). Push the Kinabase value to the accounting system. Useful for fields you maintain in Kinabase (such as a primary phone number). Once you are happy with your inbound and outbound field mappings - changes save automatically.",{"id":6181,"title":6182,"titles":6183,"content":6184,"level":1219},"/support/accounting/configure-collections#contact-fields-you-can-map","Contact Fields You Can Map",[729,6177],"Name, Email, Phone, Status (Active / Archived)Is Customer, Is Supplier flagsStreet address and Mailing/PO Box address  (full address with line, city, region, postcode, country)Accounts Receivable - Outstanding and OverdueAccounts Payable - Outstanding and OverdueCurrency code",{"id":6186,"title":6187,"titles":6188,"content":6189,"level":1219},"/support/accounting/configure-collections#item-fields-you-can-map","Item Fields You Can Map",[729,6177],"Name, Code (SKU), DescriptionUnit price (sales) and Purchase priceSales tax code and Sales ledger codePurchase tax code and Purchase ledger codeIs sold and Is purchased flags",{"id":6191,"title":6192,"titles":6193,"content":6194,"level":236},"/support/accounting/configure-collections#_4-configure-invoices-or-bills","4. Configure Invoices or Bills",[729],"When you select Invoices or Bills, three extra sections appear: line items, completion, and default codes.",{"id":6196,"title":6197,"titles":6198,"content":6199,"level":1219},"/support/accounting/configure-collections#_41-line-item-source","4.1 Line Item Source",[729,6192],"Select what becomes a line on the invoice or bill: The record itself becomes a single line on the transaction. Use this for simple, one-off charges. Each record in a chosen list (subcollection) becomes its own line. Use this when a Job has many Tasks, an Order has many Order Lines, etc. The 'list' (or subcollection) option only appears if the collection has at least one list (or subcollection).",{"id":6201,"title":6202,"titles":6203,"content":6204,"level":1219},"/support/accounting/configure-collections#_42-completion-tracking","4.2 Completion Tracking",[729,6192],"When you use list (subcollection) line items, you can track how much has been invoiced or billed: A line item is \"covered\" as soon as it appears on at least one transaction. Track the cumulative monetary value invoiced or billed against each line. Track the cumulative quantity invoiced or billed against each line.",{"id":6206,"title":6207,"titles":6208,"content":6209,"level":1219},"/support/accounting/configure-collections#_43-line-item-fields","4.3 Line Item Fields",[729,6192],"The Line item fields section maps fields from the collection or subcollection onto the line item sent to the accounting system. Common mappings include: Description - what appears as the line description.Quantity - the number of units.Unit price - price per unit.Line amount - total for the line (when amount is calculated outside Kinabase).Tax code and Ledger code - line-level overrides.",{"id":6211,"title":6212,"titles":6213,"content":6214,"level":1219},"/support/accounting/configure-collections#_44-default-tax-code-and-default-ledger-code","4.4 Default Tax Code and Default Ledger Code",[729,6192],"To save time when creating transactions, you can set defaults that apply when a line does not specify its own: Default tax code - filtered to Output tax codes for invoices, Input for bills.Default ledger code - filtered to Revenue accounts for invoices, Expense accounts for bills. Both have a No default option if you'd rather choose every time.",{"id":6216,"title":6029,"titles":6217,"content":6218,"level":236},"/support/accounting/configure-collections#_5-permissions",[729],"Collection configuration is restricted to System admins. End users with write access to the collection can: Link and unlink records to existing contacts, items, invoices, and bills.Sync linked records to refresh their data.Create new contacts, items, invoices, and bills in the accounting system from a record. End users with read-only access can see the sidebar data but cannot link, unlink, sync, or create.",{"id":6220,"title":6221,"titles":6222,"content":6223,"level":236},"/support/accounting/configure-collections#_6-use-accounting-in-automations","6. Use Accounting in Automations",[729],"Kinabase includes a Create in accounting system automation step. When a record is created or meets a condition, Kinabase can: Create a contact for the record in Xero or QuickBooks, and link it.Create an item for the record, and link it. Configure it on the collection's automations as you would any other step. Select the integration, the entity type (Contact or Item), and the field where the new link should be stored. Invoice and bill creation is manual - this preserves the line item review step. You can't create invoices or bills automatically from an automation.",{"id":6225,"title":6226,"titles":6227,"content":6228,"level":236},"/support/accounting/configure-collections#_7-real-world-examples","7. Real-World Examples",[729],"Link your CRM customer records to Xero or QuickBooks contacts. Map Outstanding inbound so your account managers see balances at a glance. Map Phone outbound so the accounting team always has up-to-date contact details.Maintain master pricing in Kinabase, push it outbound to the accounting system, and pull the latest stock or service status inbound.Each Job has Tasks as a subcollection. Configure invoices with subcollection line items and By amount coverage so you can see exactly which Tasks are still un-billed.Each PO has line items. Push them as a bill to the accounting system, with a default ledger code that books them to the right expense account. Connecting Kinabase to your accounting system helps streamline your day-to-day activities and align your operations and financial processes. Related guides: Accounting & Payments overview | Connect to Xero | Connect to QuickBooks. Need more help? Ask your System admin, or contact our support team via Help & Support.",1784467123058]