Invite your staff, decide what each role can open, group people into teams, and let each person see only their share of the work.
Settings → User Management → Users
What just happened: Someone new to BokehFrames gets an email with a link: they set a password, which also confirms their email, and land in your studio. Someone who already has a login is added straight away and signs in as usual. They work inside your studio: your albums, leads, clients and tasks, and your storage.
Worth knowing: The link also shows on your screen with Copy link, if you'd rather send it yourself. Each person uses one seat; the line above the list says how many are in use, and it counts you.
Settings → User Management → Users
What just happened: The same link is emailed again. It is also shown on your screen so you can send it another way.
Worth knowing: Ask them to check their spam folder first.
Settings → User Management → Permissions
What just happened: Everyone with that role sees the change the next time a page loads. You, the owner, always have every section.
Worth knowing: Billing & plan stays yours, whatever a role lists. Invoices, quotes and contracts live in Inquiries (leads), so anyone whose role opens it sees the money on every job. Team & permissions lets a person invite people and change roles, including their own.
Settings → User Management → Permissions
What just happened: The role appears in the role list on the Users tab. You can delete your own roles; the preset ones stay.
Settings → User Management → Users
What just happened: They can open every section any of their roles opens, and the row shows Photographer + Accounts. They still use one seat.
Worth knowing: The first role ticked is their main role. Everyone keeps at least one role.
Settings → User Management → Users
What just happened: Either way they can no longer open your studio and their seat is free. A suspended person keeps their tasks and team places. When you remove someone, their open tasks go back to their team's To hand out list (or to you), the jobs they managed go to your New enquiries go to person (or to you), and you see what moved.
Worth knowing: Photos they uploaded stay in your albums. Their own BokehFrames login is theirs and is not deleted.
Settings → User Management → Teams
What just happened: Your teams are saved, but nobody's task board changes yet. Only you and people whose role has User management can see this tab. Teams don't use seats.
Worth knowing: A team lead must be active in your studio. Someone who hasn't accepted their invite yet can join a team, but can't lead it.
Settings → Templates → Goes to
What just happened: A task made by that rule now goes straight to the job's client manager, or waits in the team's To hand out list and its team lead is told. A team with no team lead sends its tasks to you.
Worth knowing: Once your studio has a team, only you and people with User management can change rules.
Settings → User Management → Teams → New enquiries go to
What just happened: Each new enquiry gets that person as its client manager. They look after the job from enquiry to album, and see every task on it.
Worth knowing: We suggest the first team lead of your CX team, or you.
Settings → User Management → Teams → Private tasks
What just happened: Each person now sees only their share: tasks given to them, their team's tasks if they are its team lead, every task on the jobs they manage, and their own to-dos. You and anyone with User management still see every task.
Worth knowing: Open tasks with no team join one: the team of the rule that made them, or the only team their person is in. Nobody's own to-dos move.
Settings → User Management → Teams → Private tasks
What just happened: Everyone whose role has Tasks sees every task again. Your teams, and where each task sits, stay as they are, so you can turn it back on at any time.
Worth knowing: If someone other than you turns it off, you get an alert.
Studio Manager → Leads → a job → + Give a task
What just happened: The task waits in that team's To hand out list and its team leads are told. The job page lists it with Waiting for OPS until someone has it. As the job's client manager you keep seeing it, and you are told when it's done.
Worth knowing: A client manager can also send one of their own tasks on with Give to a team.
Studio Manager → Tasks → To hand out
What just happened: The person is told, and the task shows on their My tasks. You still see it under Team: and can pass it on again. Their own team lead doesn't see work they do for your team.
Studio Manager → Tasks → My tasks
What just happened: It returns to its team's To hand out list and the team leads are told. If it has no team, it goes back to whoever gave it. It no longer shows on your list.
Every control on these screens, and what it does.
People and roles first, then teams, then private tasks and the day-to-day screens.
Only the owner, and people whose role has Team & permissions, can open User Management.
| Invite a teammate | Email, an optional Name, and one or more roles. Invite emails them a link. |
| Copy link | The same invite link, shown after you invite, to send another way. |
| Seats in use | "4 of 6 seats in use (the count includes you)." One seat per person, however many roles or teams they have. An invite waiting to be accepted holds a seat; a suspended person doesn't. |
| invite not accepted yet / last signed in | Under each name: whether they've joined, and when they last signed in. |
| Resend invite | Emails the invite link again. Only on people who haven't accepted yet. |
| Suspend / Restore | Pauses or brings back someone's access. A suspended person keeps their tasks and team places, and frees their seat. |
| Remove | Ends their access to your studio. Their open tasks go back to their team's To hand out list (or to you), and jobs they managed go to your New enquiries go to person (or to you). |
Worth knowing: Removing someone never deletes their own BokehFrames login, or photos they uploaded to your albums.
| The section ticks | Which sections each role can open: Galleries & photos, Website builder, Client delivery sites, Inquiries (leads), Tasks, Journal, Team & permissions, Billing & plan, Account settings. Changes save straight away. |
| + Custom role | A role of your own, named by you. Your own roles can be deleted; the presets (Manager, Photographer, Editor, Viewer, Videographer, Accounts) stay. |
Worth knowing: Billing & plan stays the owner's. Invoices, quotes and contracts live in Inquiries (leads).
Only the owner, and people whose role has User management, can open this tab. Teams don't use seats.
| Quick start | Makes CX, Sales, OPS and Finance. Teams you already have, by that name, are kept. It can also set where the recommended automatic tasks go — only on rules that don't say yet. |
| + New team | A team with any name. Two teams in one studio can't share a name. |
| Rename | Changes the team's name. Its people and tasks stay. |
| Delete | Shows what it touches first. Tasks waiting in its To hand out list go to the owner. Its other tasks, and its rules, just lose the team. The people stay in your studio. |
| + Add someone… | Adds a person. The owner, active people and people you've invited can join. Suspended people can't. |
| ☆ Team lead / ★ Team lead | Stars the person who hands out the team's work. A team can have more than one. Only someone active in your studio can be a team lead. |
| Remove | Takes the person out of the team. Their tasks stay with them, and the old team lead still sees those tasks. |
| Worth checking | The warnings: a team with no team lead, someone whose role can't open Tasks, a client manager or the New enquiries person whose role can't open Leads, a team lead with User management, and a suspended person who still holds open tasks. They never stop you saving. |
Worth knowing: A team with no team lead can't take work. Its automatic tasks go to the owner, and nobody can give it a task until someone is starred.
| The list | The owner, and everyone active whose role has Leads. |
| Save | Shown while nothing is saved yet. We suggest the first team lead of your CX team, or the owner. |
Worth knowing: The person picked becomes each new enquiry's client manager. A client manager can see every task on their jobs, but only the team doing a task can change it.
Beside Who does it on every rule, once your studio has a team.
| Role default (as today) | The task goes to the person set for the role, as before teams. |
| The job's client manager | The task goes straight to the job's client manager. |
| A team (Sales, OPS…) | The task waits in that team's To hand out list, and its team lead is told. The team lead can Pass to someone or Take it. |
| (no team lead yet) | Shown beside a team nobody leads. Its tasks go to the owner until someone is starred. |
Worth knowing: Once your studio has a team, only the owner and people with User management can change rules.
| The role button | Shows every role the person has, like Photographer + Accounts. Click it to tick or untick roles. |
| (main role) | The first role ticked. Older screens show this one. |
Worth knowing: A person can open every section any of their roles opens. They still use one seat, however many roles they have. Everyone keeps at least one role.
| Turn on private tasks | Opens the preview. Nothing changes until you confirm. |
| What each person will see | How many tasks each active person will see once it is on, and how many of those are open. |
| Tasks that will join a team | Open tasks with no team, listed by team and person. Each joins the team of the rule that made it, or the only team its person is in. The person keeps the task. Nobody's own to-dos move. |
| Open jobs with no client manager | Jobs that aren't closed and have nobody looking after them. |
| Give these to | Tick it and pick someone, and those jobs get that person as client manager when you turn it on. |
| Automatic rules to check | Rules written by hand, and rules with no Goes to yet. They still work; this is a reminder to check where they send tasks. |
| Turn off | Everyone whose role has Tasks sees every task again. Teams, and where each task sits, stay as they are. |
Worth knowing: If someone other than the owner turns private tasks off, the owner gets an alert.
| The owner | Every task. |
| Anyone with User management | Every task. |
| Team lead ★ | Their team's tasks, including To hand out. Tasks given to them. Tasks they gave out, to read. |
| Client manager | Every task on the jobs they manage, to read, while their role has Leads. They can Give to a team a task on their job that has no team yet. |
| Everyone else | Tasks given to them, and their own to-dos. |
Worth knowing: A person's role still decides which sections they can open. Anyone whose role has Leads still sees every job's quotes and invoices.
| My tasks | Tasks given to you, and your own to-dos. |
| To hand out (n) | Tasks waiting, with nobody yet, in the teams you lead. |
| Team: | One view per team you lead: all of that team's tasks. |
| Given by me | Tasks you gave to someone else. |
| All I can see / Everyone | Everything you can see. The owner and people with Team & permissions see Everyone. |
| Take it | A team lead keeps a waiting task. |
| Pass to | A team lead gives the task to a person, from any team. |
| Give to a team | Sends a task to wait in another team's To hand out list. |
| Hand back | The person it was given to returns it to its team's To hand out list, or to whoever gave it. |
Worth knowing: Without teams the board looks as it always has: Mine, Everyone, Unassigned and a list of people.
| Client manager | The one person who looks after this client from enquiry to album. Change is offered to the owner, a Manager and the current client manager. |
| + Give a task | A new task on this job, given to a team or a person. |
| Waiting for (team) | A task waiting in that team's To hand out list. |
| N more with other teams | Tasks on this job that aren't yours to see. |
| A task was given to you | To that person, in the bell and by email. |
| New task for your team | To the team's leads. By email too when a person sent it; bell only when an automatic rule did. |
| A task was handed back | To the team's leads, or to whoever gave it. Bell only. |
| A task you gave is done | To the giver and the job's client manager. Bell only. |
| You're the client manager | To the new client manager, in the bell and by email. |
Worth knowing: Nobody is alerted about their own action. With private tasks off, the bell works as it always has.
Tell us the screen you're on and what you expected to happen — that's usually enough for us to spot it straight away.
Contact support →