Administrator guide

This page is a reference for the Administrator (the owner role). It is not tied to a single screen. Keep it handy for setup and account-management questions. Day-to-day help for each module lives in the other pages of this pack.

Overview

As Administrator you control who can use Cura and what they see: team members and their roles, the organisation’s details, the visual theme, and integrations. You are also the escalation point when staff hit “access denied” or a module marked Soon.

Common tasks

Understand modules marked Soon

Modules that are not switched on for your site show a Soon badge in the sidebar. Opening one lands on a holding page (“[Module] is coming soon”) with Back to Dashboard and View Clients buttons. Modules are switched on for your site by the Cura team as they are rolled out. There is no setting in the app for it.

Understand the three roles

Role shown in app	What it is for
Administrator	Full access, including the owner-only settings.
Provider Admin	Day-to-day operations: clients, workers, scheduling, invoicing, quality, reports, and most settings, but not the owner-only settings.
Staff Member	Their own world only: Dashboard, Scheduler, Timesheets, Forms and their Account. No clients list, no invoicing, no settings.

A user who opens a page their role does not allow is bounced back with an access-denied notice (“Contact your Administrator if you need access.”). Roles are set when you invite someone (below).

Limit what a person can use with a custom role

1. Click Settings in the sidebar, then Roles & Permissions.
2. Click New Role, name it, and choose a Base tier (data-access ceiling).
3. Under Modules this role can access, tick only the modules the role needs. Dashboard and My Account are always available.
4. Save. You will see Role saved.

The modules you tick only narrow access inside the base tier. They never give someone more data than that tier allows.

Invite a team member

1. Click Settings in the sidebar, then Team Members.
2. Click Invite Member.
3. Enter the Email, the Full Name and choose the Role: Provider Admin or Staff Member.
4. Click Send Invite. You will see Invitation sent to [email].
5. Invitations that are not yet accepted sit under Pending Invitations. Use the three dots on a card for Resend email or Revoke.
6. The Members card lists everyone in the organisation with their role badge.

Change the organisation’s appearance

1. Click Settings in the sidebar, then Appearance.
2. Choose Light, Dark or Auto, then set the Wallpaper, Glass level and Brand colour. Add a Logo if you wish. The logo saves on its own.
3. Unsaved changes shows while you experiment. Click Discard to abandon, or Save for everyone to apply the theme to your whole organisation. You will see Theme saved for your organisation.
4. Under Advanced, Reset to defaults restores the standard Cura look. It asks you to confirm first, because it cannot be undone.

Update organisation details

1. Click Settings in the sidebar, then Organization Profile (the app spells it with a “z”).
2. Under Organization Details, edit the Organization Name (required), ABN, Contact Email, Phone, Website, Primary Service Type and Description. Under Address, edit the street address, City, State and Postcode.
3. Click Save Changes. You will see Organization updated.

Set up exports and integrations

1. Click Settings in the sidebar, then Integrations.
2. Xero: click Connect Xero and sign in to Xero to give Cura access. Once connected, Cura can send approved invoices to Xero. Setup steps are in the separate Xero integration guide.
3. MYOB is export-based. Export Payroll CSV produces a MYOB-compatible payroll file (ordinary and overtime hours, allowances, gross pay and superannuation).
4. CSV Export covers generic downloads: Invoices, Payroll, Billing and NDIS Claims.

Get support

1. Staff raise problems with their Administrator (you).
2. Check the relevant page in the Cura Help Centre. Most “is this broken?” questions are answered by an exact error message in a Troubleshooting section.
3. For genuine faults or change requests, email [email protected]. Include what was clicked, the exact on-screen message, and the time it happened. The time lets the team find the event in the logs.

Tips

• Billing & Subscription, Security and System Settings pages exist for the Administrator but are not available yet.
• Only Provider Admin and Staff Member are offered in the invite form. The Administrator role is your account.
• Theme changes apply to the whole organisation the moment you save. Experiment while colleagues are not mid-task, or use Discard freely. Nothing applies until you save.
• Removing a team member takes effect immediately. They lose access to Cura straight away. To bring them back, invite the same email again.

Troubleshooting

• “An invitation to this email is already outstanding. Resend it from Pending Invitations below instead of creating a new one.” A live invite is already out for that address. Use Resend email on its card. If it has expired, you can invite the person again.
• “Failed to send invitation. Please try again.” The invite did not save. Check the email address and retry.
• A staff member says a module is missing. Check three things: their role (Staff Members do not see admin modules), whether they have a custom role that leaves the module out, and whether the module shows a Soon badge (not yet enabled for your site).
• “Couldn’t save, fix these first:” on the Appearance page. The theme has invalid values. The list under the message names each one.