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Beech is project and drawing management software built specifically for architecture firms. It replaces spreadsheets, WhatsApp threads, and disconnected tools with one organised workspace where drawings, tasks, vendors, and team communication live together.

How Beech is organised

Everything in Beech belongs to a Firm — your studio's isolated workspace. Within a firm:

• Projects hold all the work for one client engagement.
• Drawings are the atomic unit — each has a number, status, assignee, and approval chain.
• Tasks are linked to drawings (one each) or standalone general tasks.
• Sprints are planning windows that pull tasks from projects into a timed work period.
• Vendors are external consultants your firm coordinates with across projects.

What you won't find here

Beech does not replace AutoCAD, Revit, or any drawing creation software. It manages the lifecycle of drawings produced in those tools — assignment, review, approval, and delivery. Think of it as the operations layer that sits alongside your design tools.

Signing up creates your firm's workspace and your personal Admin account. The whole process takes a few minutes — and you start with a free trial, no payment required today.

The signup flow

1. 1
   Firm details

   Enter your firm or studio name, practice type (Residential, Commercial, Institutional, etc.), team size, city, and state. These details help Beech set up sensible defaults for your workspace — for example, pre-selecting the right drawing template category.

2. 2
   Your account

   Enter your name, role (Principal, Senior Architect, Project Manager, etc.), email address, password, and optional phone number. You become the first Admin of the firm. Your role title appears on task cards, reports, and team views.

3. 3
   Choose a plan

   Select Starter, Professional, or Business based on your team size. All plans include every feature — they differ by seat count, active project limit, and bundled Vault storage. Beech suggests a plan based on the team size you entered. Annual billing reduces the monthly cost and the total savings in rupees is shown clearly.

4. 4
   Start your free trial

   Confirm your plan summary. Due today is ₹0 — every firm gets a 30-day free trial with full access. No payment is required at signup. After the trial, renew from Firm settings → Billing (self-serve checkout for early-adopter firms; otherwise contact support). GST applies as per government regulations when you subscribe.

After signing up

Once you are in, an onboarding checklist on Home guides you through your first project, drawing, team invite, sprint, and report download. The first things to do are:

1. Invite your team — go to Firm settings → Members and invite colleagues by email with their role.
2. Set up drawing sections — go to Firm settings → Drawing Sections to rename, add, or reorder the default sections to match your firm's vocabulary.
3. Create your first project — go to Projects and click New project.

Logging in

Go to beech.work/login and enter your email and password, or continue with Google or Microsoft when those sign-in options are configured for this Beech deployment (they appear on the login page when available — not a per-firm toggle). Sessions last 14 days. Use Forgot password on the login page to reset via email token if needed. If you have two-factor authentication enabled, you will complete an MFA challenge after signing in. You can trust the device for 30 days so you are not prompted on every login from that browser.

Logging out

Click your name in the top-right user menu and select Log out. On shared devices, always log out after your session.

Beech has three permission tiers. Every user has a firm-wide tier and optionally a project-specific role. The tier controls what you can see and do across the entire product.

The three tiers

Job titles vs permission tiers

The permission tier (Admin, Manager, Contributor) controls what someone can do. The job title is a display label — "Principal," "Senior Architect," "Landscape Architect," anything your firm uses. These are separate. A firm that calls its team managers "Project Leads" sets their title to "Project Lead" and their tier to Manager. The title appears on task cards, reports, and team views. The tier controls access.

Project-scoped roles

The same person can have a different effective role on different projects. A Senior Architect who manages Project A can be a Contributor on Project B. Project membership is managed from the project's Info tab → Project actions. Only Admins see all firm projects regardless of membership. Managers and Contributors see only projects they have been added to.

What Contributors can and cannot do

• Can: create projects, create drawings and general tasks on projects they belong to, assign work to any project member (drawings, general tasks, subtasks, vendor requests, reviews), update their own task statuses, manage project Vault files and packages (same as Managers on those projects), log site visit notes, submit reviews when assigned as a reviewer, log time on their tasks, open Reports and download their own member and daily reports.
• Cannot: delete projects or tasks, manage the project team, manage the firm vendor catalog or firm Library, run sprints, access Firm settings, download the firm-wide project portfolio report.

Changing a role

Admins and Managers can change team members' tiers from Firm settings → Members. Managers can change Manager ↔ Contributor. Only Admins can grant or revoke Admin. Role changes take effect immediately. The person's current session is not interrupted but their next action will reflect the new permissions.

Beech has a single top navigation bar with four primary destinations plus a More menu. Everything else is accessible from within those pages.

Primary navigation

Global search

Press Cmd+K (Mac) or Ctrl+K (Windows) anywhere in the app to open the global search palette. Type a drawing reference number (e.g. RV01-FLP-005), a project name, a task title, or a vendor name. Results are scoped to what your role can access. Pressing Enter on a result navigates directly to that item.

Notifications

The bell icon in the top navigation shows your unread notification count. Clicking it opens a panel with recent notifications. Each notification links directly to the relevant item. Go to the full notification inbox at /notifications to mark one or all read and review history.

Notification types you will receive:

• A drawing you own is approaching its deadline or is overdue
• A review has been requested on a drawing you need to review
• A review on your drawing has been completed (approved, revised, or rejected)
• A vendor request you are coordinating is due soon, stale, or overdue
• A task you own has been moved to On Hold
• A blocked task has escalated, or a task you own that was blocked has been unblocked
• A project has been handed off to you
• Your firm’s plan is expiring soon (Admins)

Manage when and how you receive notifications from the user menu → My profile → Notification preferences: per-type toggles, optional browser push, and digest mode. Digest defaults to Daily (one email summary); you can switch to Immediate or Off (in-app only).

Quick capture (notes and reminders)

The spark icon in the top navigation (next to the notification bell) opens Quick capture. Press Cmd+J (Mac) or Ctrl+J (Windows) from anywhere in the app to toggle it. The drawer is yours alone — it is not tied to a project. Full lists live at /notes and /reminders. BeeBo can also create notes and reminders via a Confirm plan.

• Note — type in “Take a note…”, then Save note. The format and expand icons open a full-screen editor with a formatting bar. Bullet and checklist insert markdown into the box. Saved notes appear under Recent notes; use the ⋯ menu to edit or delete. View all notes shows the rest.
• Reminder — type in “Remind me to…”, adjust the due date (defaults to one hour from now), and press Set reminder. The item appears in Upcoming immediately. Check it off when done; completed items collapse into a Completed section.
• Home — under the sprint column on Home, Notes and Reminders each show up to five cards in a horizontal strip. View all opens a list of everything.

Help Centre and BeeBo

Click the question mark icon in the top navigation to open the help panel. It links to this documentation, a downloadable PDF of the user guide, keyboard shortcuts, and the Help Centre. In Help Centre, Beech Assistant answers product how-tos and can open a support ticket (bug, how-to, billing, feature request, request more projects, callback, or other). Tickets support replies and attachments (up to 5 files, 10 MB each). BeeBo (bottom-right or /beebo) is the firm agent for live data and Confirm-gated changes — see BeeBo.

New Admin accounts also see an onboarding checklist on Home (first project, drawings, invite, sprint, report). Small firms may see invite marked optional and listed last.

Library

More → Library opens the firm-wide file library — shared documents that are not tied to a single project Vault folder. Only Admins manage library files; everyone who can open Library can browse what their firm has shared there.

Mobile

Beech works in mobile browsers. The navigation collapses to a bottom tab bar with four primary destinations: Home, Projects, Workspace, and Schedule. A fifth tab opens more options. Site visit logging is specifically optimised for mobile — architects often log notes from the site on their phone.

A project represents one client engagement from initial brief through construction and completion. All drawings, tasks, vendor coordination, and meeting records belong to a project.

The project list

The Projects page shows all your active projects as cards. Each card shows the project name, client, current phase, priority, and drawing completion percentage (drawings at Approved or Final status divided by total drawings).

Admins see all firm projects. Managers and Contributors see only projects they are on the project team for.

Creating a project

Anyone in the firm can create projects. Click New project and fill in:

• Project name — the client or building name (e.g. "Riverside Villa")
• Client name — for display and reporting
• Project code — a short prefix used in all drawing reference numbers (e.g. RV01). Keep it short, unique, and uppercase. Once set, the project code cannot easily be changed as it becomes part of all drawing numbers.
• Priority — Low, Medium, High, or Critical
• Drawing list template — optionally pre-populate the drawing list from a firm template. Recommended for any project that follows your standard workflow.
• Team manager — the Manager or Admin responsible for this project's day-to-day operation

Project statuses (lifecycle)

A project moves through a firm-managed status catalog. Defaults cover nine stages from Intake to Completed. The Team Manager or Admin changes the status manually as the project progresses. Your firm can rename, archive, or add custom statuses in Firm settings → Project status labels.

Project tabs

Each project detail page has six tabs:

• Work — all drawings, general tasks, vendor coordination, and reviews on this project. The daily working view.
• Log — site visit MOMs and meeting notes for this project, in chronological order.
• Studio — canvases, Jot documents, and inspiration links.
• Vault — the project's files in the firm's pooled storage (folders, uploads, trash).
• Deliverables — packages of Vault files shared externally (clients, vendors, others).
• Info — project metadata: status management, team handoff, sprint summary, site information, plot details, timeline, and project settings.

Project access

Admins see all firm projects. Managers and Contributors only see projects they are on the project team for. When creating a project, choose Who will have access to the project — check Entire firm to include everyone currently in the firm, or uncheck individuals as needed. New firm members are not added to existing projects automatically; add them from the project's Info tab → Project actions → Project team.

Optional review gate

By default, drawing tasks require an approved review before they can be marked Done. If your project workflow doesn't require formal review, turn this off in the Info tab under Project settings → Require drawing reviews. When off, drawings can be moved to Done directly.

Note: Admins and Managers can always move drawings to Done regardless of this setting. The gate applies to Contributors only when the setting is on.

A separate Info setting, Require a file before marking tasks Done, can require at least one Vault file linked to the task. See Vault.

Archiving and restoring projects

Archive a completed or paused project from the Info tab → Project actions. Archiving frees an active project slot on your plan and makes the project read-only; Vault files still count toward firm storage. Archived projects are hidden from the default list but remain accessible via the "Show archived" toggle. Only Admins can restore an archived project.

Deleting a project permanently

Admins can permanently delete a project from the Info tab (red section at the bottom). You must type the exact project name to confirm. Deletion removes all project data — drawings, tasks, Studio, Vault files, and shared links — immediately. This cannot be undone and there is no grace period (unlike firm deletion). To free Vault storage without losing everything, delete individual Vault files or archive the project instead.

Handing off a project

Transfer the Team Manager assignment to another manager from the Info tab → Hand off. The new manager receives a notification. The handoff is recorded in the project history.

Drawings are the atomic unit of work in Beech. Every drawing has a unique reference number, a section, an owner, a status, and a linked task on the Kanban board.

Drawing reference numbers

When you create a drawing, Beech automatically assigns a reference number in the format:

{PROJECT CODE} – {SECTION CODE} – {SEQUENCE}

For example: RV01-FLP-003 is the third drawing in the Floor Plans section (FLP) on project RV01. Section codes are short (2–4 letters) from Firm settings → Drawing Sections. Revisions append an -R1, -R2 suffix (e.g. RV01-FLP-003-R1). Reference numbers never change once assigned. Use the global search to jump to any drawing by its reference number.

Drawing sections

Drawings are grouped into sections on the project Work tab. Sections reflect how your firm organises drawing sets — Survey Drawings, Floor Plans, Electrical Drawings, etc. Your firm starts with a default set of 23 sections covering standard architecture drawing types. Add, rename, reorder, or remove sections from Firm settings → Drawing Sections.

Each section in the project Work tab shows its completion count (e.g. "2/5 complete") and can be collapsed to keep the view manageable.

Drawing statuses

Creating a drawing

On the project Work tab, click + Add work and select Drawing. Fill in:

• Title — e.g. "Ground Floor Plan"
• Section — which drawing section this belongs to (drives the section code in the reference number)
• Assignee — who is responsible
• Due date — optional

Category and phase default on the server (Other / Design) and are not shown on the create form. A linked Kanban task is automatically created for the drawing. The drawing and task statuses stay in sync.

Dependencies and the blocking system

A drawing can depend on one or more other drawings or vendor requests. When a dependency is unresolved, Beech automatically:

• Marks the drawing as Blocked
• Moves the linked task to the Blocked column on the Kanban board
• Surfaces the blocked item on Home and the project Work tab
• Shows the downstream impact count ("Holding up 3 drawings")

When the dependency resolves (the upstream drawing reaches Approved, or the vendor delivers), Beech automatically unblocks the downstream drawing, moves its task back to In Progress, and notifies the assignee.

Dependency chains work across multiple hops — a construction drawing blocked on a structural drawing that is itself blocked on a vendor request will unblock in sequence.

Drawing revisions

When a client requests changes to an already-approved drawing — or you need a new numbered sheet for any reason — create a revision rather than editing the original. Open the drawing task and choose Create revision (Admins and Managers). This is available at any drawing status.

A revision creates a new drawing row with the same title, suffixed -R1, linked to the original. The original drawing is preserved. Beech opens the new task so you can assign, review, and approve it again. The Drawing revisions card on the task shows the parent sheet and any other Rn rows.

Attaching drawing files

Upload PDFs, CAD, and other files from the project Vault tab (Admins, Managers, and Contributors on the project). Link those Vault files to the drawing task from the task detail panel. The panel shows linked files and the latest version for quick download — there is no separate upload control on the task panel itself.

Sending for review

When a drawing is ready for internal sign-off, choose Send for review from the task detail panel, or move the linked task to In-Review on the Kanban board. Either action opens a reviewer picker — select one or more teammates (filtered by project scope if applicable). Each selected reviewer is notified and the drawing moves to Internal Review.

The task panel shows a Review cycle checklist: each reviewer's decision (Waiting, Approved, Revision requested, Rejected) and comments. All selected reviewers must approve before the drawing can reach Approved. If any reviewer requests a revision, the drawing immediately moves to Revision Needed regardless of what other reviewers decided. An orange Revision needed badge appears on the drawing; Resubmit for review opens the same picker with the previous reviewers pre-filled.

Multi-select on Workspace

On the Workspace Kanban board, use Multi-select to select several task cards and update them together. The project Work tab does not have drawing-row checkboxes for bulk edits — change drawings one at a time from the Work list or the task panel.

Printing the drawing list

Click Print drawings in the Work tab header to generate a PDF of all drawings on the project, grouped by drawing section, showing reference number, title, status, assignee, and deadline. Useful for site meetings and client handover documents.

Every drawing has a linked task on the Kanban board. You can also create standalone general tasks — for follow-ups, coordination items, site actions, or any work that isn't tied to a specific drawing. The Workspace page is where all of that work comes together across projects.

Task types

The Workspace page

The Workspace page (Workspace in the nav) is the sprint board: drawing tasks, general tasks, open vendor requests, and pending reviews. Sprint and assignee sit on the bar. The board opens on the current sprint (or a project sprint, if the firm plans per project). Choose All work to see items that are not in a sprint.

Sprint and assignee stay on the bar. More filters (project, type, status, deadline) sit under Filters. Views stay in the URL so you can bookmark a board and share it with the team.

Kanban board

The board has six execution columns:

Moving a task to On Hold

When a task is moved to On Hold, Beech requires a written reason before the move completes. This reason, the timestamp, and who made the decision are permanently recorded in the task's status history. This is the "defensible record" — if someone later asks why a task wasn't delivered on time, open the task history and the full hold/resume trail is there, copyable as a summary with one click.

Blocked vs On Hold

These look similar but mean different things:

• Blocked — something external is in the way (vendor hasn't delivered, a dependency isn't resolved, waiting on client feedback). Often set automatically by Beech. The assignee did not choose this state.
• On Hold — a deliberate human decision to pause this task and work on something else. Always set manually. Always requires a written reason.

Task detail panel

Click any task card on the board or any row in the list to open the task detail panel on the right side. The panel shows:

• Reference number, type badge, and title
• Status dropdown (with Send for review picker if moving to In-Review)
• Assignee (searchable)
• For drawing tasks: drawing number, section, dependencies, review cycle checklist, linked Vault files and latest version download
• Linked Vault files (attach from the project Vault — upload happens in Vault, not on this panel)
• Comments thread
• Activity tab (status history and related events for this item)
• Time logged on this task
• Add to sprint (Managers)

Creating general tasks

Create a general task from:

• The project Work tab → + Add work → General
• The Workspace page → Add work button in the header
• A site visit — convert a follow-up action to a task with one click
• A meeting note — click + Create task on any meeting note card

Assigning work (Contributors)

Contributors can create projects, drawings, and general tasks, and can assign that work to any active member of the project. The same applies to subtasks, vendor requests, and review requests. Assignees must already be on the project team — Contributors cannot add people to a project. Contributors cannot delete projects or tasks.

Deleting tasks

Admins and Managers can delete tasks. Open the task detail panel and click the three-dot menu (⋯) in the panel header — "Delete task" is in that menu. A confirmation is always shown before deletion. For drawing tasks, deleting the task removes it from the board but the drawing itself remains in the project. Contributors cannot delete tasks.

Filtering the board by assignee or project

The board has a person filter chip row below the filters bar — click a team member's name to see only their cards across all columns. Combine with the project filter to see one person's work on one project.

Internal review is the approval gate before a drawing moves to Approved status and can be delivered to a client or vendor. Beech supports multiple reviewers per drawing and keeps a permanent record of every review decision.

How reviews work

1. 1
   Send for review

   When a drawing is ready for sign-off, choose Send for review on the task panel, or move the linked task to In-Review on the Kanban board. Either action opens a reviewer picker — select one or more reviewers from the team (filtered by project scope if applicable). All selected reviewers receive a notification.

2. 2
   Reviewers assess the drawing

   Reviewers find pending reviews on Workspace (list or board) and on Home (For review chip and Today's work). Opening a review goes to the dedicated review page. For each review they can: Approve (with optional comments), Request revision (moves the drawing back to Revision Needed), or Reject (with mandatory comments).

3. 3
   Resolution

   If ALL reviewers approve: the drawing moves to Approved status. The assignee is notified. If ANY reviewer requests a revision: the drawing immediately moves to Revision Needed, regardless of what other reviewers decided. An orange Revision needed badge appears on the drawing, list, and Work tab. The assignee makes changes and chooses Resubmit for review — the picker reopens with the previous reviewers pre-filled.

Where to find pending reviews

There is no separate Reviews item in the top navigation. Pending reviews appear in:

• Workspace — review items are listed alongside tasks and vendor requests (filter or search by drawing number).
• Home — the For review chip and Today's work list when reviews are assigned to you.
• Project Work tab — the Reviews section on that project.

Clicking a review opens /work/review/[id] with Approve, Request revision, Reject, and comments — you do not need to navigate to the project to complete a review. (The legacy /reviews URL redirects to Workspace.)

Review history

Every review decision — who reviewed, what they decided, their comments, and the timestamp — is permanently stored on the drawing. This history cannot be edited. Open a drawing's task detail panel and look at the Review cycle checklist to see each reviewer's status and comments.

Optional reviews

If your project workflow doesn't require formal internal review, turn off the review gate in the project Info tab → Project settings → Require drawing reviews. When disabled, drawings can be moved to Done without a review. General tasks never require a review.

Admins and Managers can always move drawing tasks to Done regardless of whether reviews are enabled or pending.

General task reviews (optional)

General tasks support optional peer review — choose Send for review on a general task the same way as a drawing. However, the review is never a gate — a general task can be moved to Done at any time regardless of whether a review exists or has been approved. If a reviewer asks for changes, Resubmit for review starts a new cycle with the same reviewers by default.

Vendors are external consultants your firm works with — structural engineers, MEP consultants, landscape consultants, and others. Beech tracks every request made to a vendor, chase notes, and delivery status.

The vendor directory

Open Vendors from the More menu. The page opens on Requests — a firm-wide chase list of open consultant work (stale and overdue first). The Directory tab lists each vendor with their type, contact details, coordinator, and open-request count.

Add vendors from the Directory tab, or inline while creating a request from Add Work. Vendor types can be created at the same time; Firm settings → Vendor types is for reviewing the firm list. Admins and Managers can manage the directory; project managers can also add a vendor when creating a request.

Vendor requests

A vendor request represents a specific deliverable you are waiting on from a vendor — for example, "Structural column layout drawings for Block A." Create requests from the project Work tab (Add Work → Vendor), from Workspace Add Work, or from Vendors → Add coordination. When you link a related drawing, Beech can block that drawing until the vendor delivers.

Vendor request statuses

Due date vs follow-up

Expected delivery is when the consultant should deliver. Set it when you create the request — it drives overdue and due-soon alerts.

Follow-up is the next date to chase the vendor after you contact them. Typical flow: you call or email, they say “call back tomorrow,” you open the request, Log chase with what happened, and set follow-up to tomorrow. Follow-up is not auto-filled on create.

Log chase and activity

Open a vendor request and use Log chase to record what happened on a call or email, with an optional next follow-up date. Status changes and chase notes appear together in one Activity timeline.

Stale follow-up alerts

When a follow-up date passes and the request is still open:

• The request is flagged as Stale with an amber badge
• It surfaces on Home (Vendors due / Today's work) for the request owner (assignee)
• The owner receives a notification (falls back to the vendor directory coordinator if unassigned)

This ensures follow-ups never fall through the gap silently.

Linking vendor requests to drawings

A drawing can have a vendor request as a dependency. When the vendor request is not yet at Delivered status, the dependent drawing is automatically blocked. When the vendor delivers, the drawing is automatically unblocked. This is how Beech knows that a construction drawing can't proceed until the structural engineer delivers their output.

Finding vendor requests across projects

The Vendors page (More → Vendors) defaults to Requests across all your projects, sorted by urgency (overdue and stale first). Filter by Mine, project, or vendor type. Open vendor requests also appear on Workspace and on the project Work tab under Vendor Coordination.

The Schedule page is where you plan and run sprints — time-boxed windows where you decide which tasks the team will work on. Each firm uses one planning mode: firm-wide, project-wide, or team-wide. New firms default to firm-wide planning; change the mode anytime in Firm settings → Scheduling.

Planning mode

A firm uses one planning mode at a time:

• Firm-wide planning — one shared sprint across all projects. Best for smaller firms where the whole team plans together. This is the default for new firms.
• Project-wide planning — each project runs its own sprint. Best for larger firms where different people manage different projects.
• Team-wide planning — each firm team (configured in Firm settings → Teams) runs its own sprint across the projects that team works on.

Only one active sprint is allowed for the current scope (one firm sprint, one active sprint per project, or one per team). A task can only be in one active sprint at a time. To switch modes in Firm settings, complete any active sprint currently shown on Schedule first. Sprints from another mode are not listed there and do not block the switch.

The sidebar

In project-wide mode, the left sidebar lists accessible projects, then Past sprints. Click a project to plan its sprint. In team-wide mode, the sidebar lists teams instead of projects. In firm-wide mode there is no project or team rail — the sidebar shows Past sprints only, and Schedule always shows the firm sprint.

Past sprints lists the latest three. If there are more, View all opens a window of every loaded past sprint. Click one to open a read-only overlay of what was done, carried, and dropped.

The page

Schedule is a single page — there are no Plan / This Week / Close tabs. Execution stays in Workspace.

The top section is the active sprint (for example Week 32). It lists tasks currently in the sprint. If no sprint is active, this area is a dashed dropzone with a Start New Sprint button — set duration, dates, and an optional name, then start.

The bottom section is Available work: unscheduled incomplete tasks grouped by drawing section (and by project for a firm sprint). Use Add on a row, Add section to sprint for a whole group, or drag a row onto the sprint above. Return immediately moves a task back into Available work.

Tasks locked in another active sprint cannot be added. Undated tasks can optionally be auto-dated to the sprint window (on by default).

Task size

Each drawing or general task has a task size — Light, Small, Typical, Heavy, or Extra heavy. Size is how heavy the work is compared with a typical sheet in your studio. It is not hours, not priority, and not who will do it. Set size when creating work or on the task detail panel. Drawing list templates can pre-fill size for common sheet types.

Schedule shows Size done / committed on the active sprint header so you can compare weeks by workload, not just task count. Past sprints and reports use the same numbers.

Complete sprint

When a sprint is active, managers see Complete sprint next to Edit dates. Confirm to close the sprint. Incomplete tasks stay in Available work — sprint membership ends when the sprint is no longer active. There is no separate Close tab and no carry-forward picker.

Contributors and Schedule

Contributors see a read-only list of their assigned tasks in the active sprint. They cannot add, return, create, or complete sprints. If no tasks are assigned to them in the current sprint, they see an empty state with a link to Workspace.

Sprint PDFs

From Schedule (and related report entry points), managers can download sprint PDFs such as a planning sheet, weekly status, cycle transition, retrospective, and final review. Use them in planning meetings and management updates — see Reports for the printable pack descriptions.

Log how many hours you spend on drawings and general tasks. Time data feeds into personal weekly summaries, project hour totals, and manager team views.

Logging time on a task

Open any drawing task or general task detail panel. In the Time logged section, click + Log time. Enter:

• Date — when the work was done (defaults to today; past dates allowed, future dates not)
• Hours — decimal hours (e.g. 2.5 = 2 hours 30 minutes). The helper text converts the decimal to hours and minutes so you can verify.
• Note — optional. What you were doing (e.g. "Revised elevation after client call").

You can log multiple entries for the same task on the same day (e.g. worked in the morning and again in the evening). The total hours for the task are shown at the top of the section. You can edit or delete your own time entries; you cannot edit others'.

My Hours page

Go to your profile menu → My Hours to see your personal time log. The default view is the current week, showing:

• A daily bar chart showing hours per day
• A grouped log of all time entries for the week, by day and by project
• A project summary strip showing total hours per project this week

Use the week navigation arrows to go back or forward. Switch between Week and Month views using the toggle above the bar chart. You can log time directly from the My Hours page — click + Log time on any day row to add hours for that day without opening the task.

Team Hours (Managers and Admins)

Go to More → Team Hours to see a firm-wide hours overview. The page shows a weekly summary table with each team member as a row and each day as a column. Below it, a project breakdown table shows hours per person per project for the selected week. Click any person's name to open their My Hours view.

Hours in reports

Time logged appears in both Excel and PDF report exports. Member reports show hours per task in the period. Project portfolio reports show total hours per project. See the Reports section for more detail.

The Log tab on each project keeps a chronological record of site visits and meetings — decisions made, people present, and actions arising. These are separate from tasks but can generate tasks with one click.

Where the Log lives

Every project has a Log tab (next to Work, Studio, and Info). The Log shows site visits and meeting notes interleaved in reverse-chronological order — most recent first. A type badge on each entry distinguishes site visits from meeting types (Client Call, Internal, Design Review, etc.).

Site Visits (Minutes of Meeting)

A site visit creates a structured MOM (Minutes of Meeting) — a formal record with attendees, categorised discussion points, decisions, and action items.

Logging a site visit

Click + Log site visit in the Log tab. Fill in:

• Title — e.g. "Foundation depth inspection"
• Date and venue
• Purpose
• Attendees — add internal team members (searchable by name from your firm) or external attendees (type their name and company)
• Discussion points — add points by category (Structural, Electrical, Plumbing, Civil, General, or custom). Each point has a status: Action (something to do), Decision (a decision was made), Info (for the record), or Notes (an observation, no follow-up needed).
• Photos — attach site photos directly (compressed before upload)

A MOM reference number is auto-generated (e.g. MOM-RV01-003).

Converting action points to tasks

Action-status points can be converted to Beech tasks. Expand the site visit card and click → Create task on any Action point. A pre-filled task form opens — review the title, assignee, due date, and priority, then click Create task. The point shows a "Task created" badge linking to the new task.

To convert all action points at once, click Create all remaining tasks at the bottom of an expanded visit. A batch form shows all eligible points pre-filled. Adjust any assignees or due dates, then create them all in one step.

Meeting Notes

Meeting notes are lighter than MOMs — for client calls, internal catch-ups, or any meeting that doesn't warrant a formal structured record. They have a title, date, attendees (just names), a freeform notes area, and an optional photo attachment.

Adding a meeting note

Click + Add meeting note in the Log tab. Fill in:

• Title — e.g. "Client call — material selection"
• Date
• Meeting type — Client call, Internal, Design review, Site review, or Other
• Attendees — type names (suggests firm members as you type; accepts any name for external attendees)
• Notes — freeform text with basic formatting (bold, bullet lists, numbered lists)
• Photos — optional

A reference number is auto-generated (e.g. MTG-RV01-004).

Creating tasks from meeting notes

Click + Create task on an expanded meeting note card. A task is created with the meeting title pre-filled. You can create multiple tasks from one meeting note by clicking the button multiple times.

Viewing and editing records

Log entries are collapsed by default — each shows as a single compact row with the reference number, type badge, title, date, and creator. Click anywhere on a row to expand it and see the full content.

Only one entry is expanded at a time — expanding a new one collapses the previous. Admins and Managers can edit or delete entries. Contributors can view all entries but cannot edit them.

Searching the Log

The search box in the Log tab searches across titles, attendee names, and note text in real time. The type filter (All / Site Visits / Client Calls / Internal / etc.) narrows the feed to one meeting type.

The Studio tab is the creative reference space for a project — canvases, Jot documents, and inspiration links. It is not for tasks or operational records, and it is not the place for firm file storage. Project files live in Vault.

Studio sections

The Studio tab has three sections:

Canvases

A collection of freeform visual canvases — like digital studio walls where you can arrange images, add text notes, and create color swatches. Each canvas has a name and creation date. Create as many canvases as needed (Concept Direction, Material Study, Site Analysis, etc.).

Click a canvas card to open it full-screen. The canvas toolbar includes: Select, Image upload, Text, Color swatch, and Sketch (freehand drawing). Color swatches show the hex code and an editable label.

Canvases save when you click the Save button — they do not auto-save. An "Unsaved changes" indicator appears after any change. Download a canvas as a PNG image using the download button on the canvas card.

Jot

Named documents for design thinking and practice knowledge — concept notes, material schedules, client briefs, drawing issue notes. Jot is not for meeting minutes or site visit records; those live in Log. Each jot has an inline title, optional emoji and cover, and a wide document editor with headings, tables, checklists, @mentions, live work-item references, and embeds of Vault files.

New jot opens straight into the editor. Empty documents offer template chips (Design concept, Site and context, Material and finish, Client brief) and an All templates gallery. Jots auto-save while you work. Download any jot as a plain text file.

Inspiration Links

A curated list of URLs — architecture references, ArchDaily articles, Houzz images, or any external inspiration. Each link has a title, URL, and optional tag. Click the title to open the link in a new tab.

Vault is firm-wide pooled file storage for Beech — not a personal cloud drive. Every active project shares one capacity pool. Open a project and use the Vault tab (Work · Log · Studio · Vault · Deliverables · Info) to organise that project's folders and files.

What Vault is for

• Reference PDFs, CAD, images, and other project documents
• Files linked to tasks, drawings, reviews, and site visits
• A firm usage meter so the studio can see how much storage remains

Sharing files externally

Vault does not offer one-off share links on individual files. Select one or more files, then use Create package or Add to package in the selection bar. Packages and their share links live on the Deliverables tab.

Folders and files

The Vault tab works like a familiar file manager. Switch list or grid view, sort by name, size, or date, and filter the current folder. Breadcrumbs show where you are. A details pane (on larger screens) summarises the selection or folder, plus recent files on this project.

Create folders, nest subfolders, upload (button or drag-and-drop), rename, download, move onto a folder, and multi-select for bulk delete. Right-click or use the ⋯ menu for Open, Download, Rename, Move, and Delete. Uploads appear immediately as pending rows with a progress bar; a transfer dock in the corner tracks upload and download percent until they finish.

A usage chip at the top shows firm-wide storage (active plus archived project files) against total capacity. Warnings appear around 80%, 95%, and 100% full. When capacity is exhausted, new uploads are blocked until you free space or add storage.

Trash

Deleted files go to Trash for 30 days, then are permanently removed. Trash does not count against active Vault quota. There is a trash allowance of about 25% of your total capacity so deleted files do not pile up forever.

Archived projects

When you archive a project, its Vault files move to the archived bucket in usage reports but still count toward your plan storage. Archiving frees an active project slot and stops geo-replication for those files; it does not free Vault quota. Restoring the project moves bytes back to the active bucket for display only — total storage used stays the same.

Linking files to work

Link Vault files to tasks (and related work such as drawings, reviews, and site visits) from the task detail panel. Linked files stay in Vault and remain visible on the project Vault tab.

In Info → Project settings, Admins and Managers can turn on Require a file before marking tasks Done. When on, a task needs at least one linked Vault file before it can move to Done.

Bundled capacity

Bundled storage is included with your Beech plan. It applies across all active projects in the firm.

Storage add-ons

Admins can buy one add-on SKU at a time from Firm settings → Vault (or from Billing when an add-on is active):

• 500 GB — ₹2,199 / month
• 1 TB — ₹4,299 / month
• 2 TB — ₹7,999 / month
• 5 TB — ₹21,999 / month

Checkout shows both amounts: you pay a prorated amount now through your next Beech billing day, then the full monthly price on that day every month. Capacity increases only after payment is confirmed. Vault add-ons always bill monthly, even if your Beech plan is annual — they renew on the same calendar day as Beech.

Firm settings → Billing shows Beech renews next to Vault next charge when an add-on is active. Firm settings → Vault shows usage by project, largest files, and add-on controls.

Who can do what

• Admins, Managers, and Contributors — upload, organise, trash, restore, tag, and link Vault files on projects they can access. Same rights for packages created from that project Vault. Admins manage add-on billing.
• Firm Library (More → Library) — only Admins can upload or organise; everyone else can browse.
• Only Admins — purchase, change, or cancel Vault storage add-ons.

The Deliverables tab is where you manage packages — bundles of Vault files shared with clients, vendors, or anyone outside the firm. Vault remains the filesystem; Deliverables is the workspace for packaging and link lifecycle.

Deliverables vs packages

• Deliverables — the project tab that lists every package.
• Package — one titled bundle of Vault files, with an optional share link, expiry, and password.

Create a package from Deliverables

On the Deliverables tab, project members (Admins, Managers, and Contributors) can choose Create package. Pick From linked files to start from Vault files linked on Work — drawings grouped by section, plus general tasks and vendor requests that have linked files. Checking a section selects every drawing in it; uncheck (or check) individual items, then continue to the same package wizard for title, description, expiry, password, and sharing.

Or pick From tags. In Vault, tag files or folders in the details pane (project tags are unique to that project). Tagging a folder includes all files in it and nested folders. From Deliverables, choose the tag, trim the file list, then finish in the wizard.

Create a package from Vault

On the Vault tab, select one or more files. In the selection bar next to Delete, choose Create package. A wizard asks for title, optional description, and the file list. Choose Save as draft (no public link yet) or Share now (optional expiry and password). When you share, the link is copied to the clipboard.

To grow a draft, select more files in Vault and use Add to package — pick an existing draft. Adding from Vault only works for drafts.

Package status

Manage packages on Deliverables

Open a package row to edit details, remove files, share or reshare, copy the link, set or clear a password, change expiry, revoke, or permanently delete the package. View and download activity (when available) appears in the detail panel.

• Share / Reshare — create a public link with optional expiry and password
• Copy link — for Active (and Expired, until extended) packages
• Revoke — immediately stops access
• Extend / set expiry — none, 7 days, 30 days, or a custom date
• Delete — removes the package and revokes any link; Vault files stay

What recipients see

Opening a package share link lists every file with an individual download. When the package has two or more files, recipients also get Download all as ZIP to fetch everything in one archive. Password-protected links still require the password before files or the zip are available.

Who can manage packages

• Admins, Managers, and Contributors — create packages, add files, share, revoke, and delete on projects they can access.
• Firm Library — packages are project-scoped; Library file management stays Admin-only.

Home is the first page you see when you log in. It answers one question: what needs your attention right now? Everything on Home is read-only — it surfaces information from across Beech so you know where to act.

What Home shows

Attention chips

A row of clickable chips at the top: Blocked, For review, and Vendors due. Managers and Contributors also see an Hours chip for their logged hours this week. Click any chip to jump to the filtered Workspace (or My Hours) view.

Active sprint banner

If there is an active sprint for a project (or firm/team scope) you have access to, a banner shows the sprint name, date range, and progress. Click the banner to open Schedule.

Today's work

A single focused list of items that need you — blocked work, pending reviews, vendor follow-ups, and related tasks — grouped by project. Limited so it stays scannable; open Workspace for the full board.

Notes and reminders

Horizontal strips for your personal notes and upcoming reminders (from Quick capture). View all opens the full lists.

Team hours (Admins only)

Admins see a compact weekly hours summary showing how many hours each team member has logged this week, with a relative bar per person. Managers and Contributors use More → Team Hours or My Hours instead of this Home card.

Firm board

Firmwide announcements and upcoming social events (lunches, birthdays). Admins and Managers post from More → Firm board (/announcements) or Firm settings → Firm board. Announcements can include a body, optional pin (max 2 pinned at once), and an expiry date; expired posts move to Archive on the board page. Lunch and birthday items need a calendar date. Pinned and recent posts appear on Home for everyone; open a post to mark it read. Only Admins and Managers can post, edit, or delete.

New Admins may also see an onboarding checklist on Home until the first project, drawings, invite, sprint, and report steps are done.

Role differences

• Admins: firm-wide attention chips and Today's work across projects they administer; Team hours card on Home.
• Managers: attention chips and Today's work scoped to projects they belong to; Hours chip for their own time; no Team hours card on Home (use More → Team Hours).
• Contributors: same as Managers for chips and Today's work, limited to their projects and assignments; Hours chip links to My Hours.

Download Excel and PDF reports to share project status with management, clients, or the team. Reports are generated from live data at the time of download.

Accessing reports

Go to More → Reports. The page has download panels for Project Portfolio, Team Member, and Daily reports. The in-app digest shows a live summary without downloading, including Today chips (finished, hours logged, site visits).

Project Portfolio Report

A report of all tasks across your projects (or a selected project). Includes: project, drawing section, reference number, work type, title, assignee, reviewer names, sprint, start date, due date, status, blocked reason, on-hold reason, vendor information, and days overdue.

The Excel export includes a Summary sheet as the first tab, pre-answering "what's on fire" — with a project overview table, blocked items, on-hold items, and overdue items all highlighted. The main sheet groups tasks by project and drawing section with colored status cells.

The PDF export is designed for scanning: colored status pills, reference numbers in olive monospace, blocked/on-hold reasons shown as italic subtitles under each task, and a cover page with stat cards and project progress bars.

Access: Admins see all projects. Managers see accessible projects. Contributors cannot download the portfolio report, but they can open More → Reports and download their own Team Member and Daily reports.

Team Member Report

A report of one team member's assigned work in a selected period (day, week, month, or sprint). Completions count for the assignee, not whoever moved the task to Done. Includes: project, drawing section, reference number, work type, title, sprint, priority, start date, due date, days overdue, status, on-hold reason, blocked reason, reviewer decision, task size, and hours logged.

The Excel export includes a Summary sheet showing total tasks, done, in progress, blocked, on hold, and overdue — plus sections for completions in the selected period, "Needs attention," and "Upcoming deadlines."

The PDF mirrors the printed weekly task sheet format — the member's name as the heading, then a clean table grouped by project.

Access: Contributors can download their own report only. Managers can download any Contributor's report. Admins can download any team member's report.

Daily Report

A generated snapshot of one calendar day — not an authored site diary. Finished and moved tasks are listed for the assignee, even if someone else moved the card. Also includes blocked/unblocked changes, hours logged, reviews decided, site visits, meeting notes, a still-overdue snapshot, and a per-member roster with hours logged and status counts (finished, in progress, blocked, on hold).

Pick a date (defaults to today). Admins and Managers can optionally filter to one project. Download as PDF or Excel — the Excel export includes a By member sheet. The Reports page also shows a Today by member table in-app.

Access: Admins and Managers see firm-wide activity on accessible projects. Contributors see only their own tasks, hours, reviews, and visits they recorded — including their own row in the daily per-member summary.

Sprint reports

Printable sprint documents are available as PDFs from Schedule / Reports:

• Planning sheet — next sprint task list with blank assignee/date columns for writing in the planning meeting.
• Weekly status — mid-sprint progress snapshot for stand-ups or client updates.
• Cycle transition — handoff between consecutive sprints.
• Retrospective print — what happened this sprint, per person, with handwritten-notes space. Print before the end-of-sprint meeting.
• Final review — combined document: done, pending, spillover, and who is handling what next. Good for management updates.

Drawing list PDF

Generate a PDF of all drawings on a project from the Work tab → Print drawings. Groups by drawing section with completion status. Useful for client handover documents.

Report periods

On Portfolio and Member reports, select Week, Month, or Sprint from the period dropdown. For Sprint, pick which sprint to cover. The Daily Report uses a single calendar date instead — it is a separate panel, not a period option on the other reports.

The Activity feed shows a chronological record of recent changes across the firm — task status moves, vendor communications, and review decisions.

Accessing the feed

Go to More → Activity. The feed covers the last 90 days by default. The default view on opening shows This week's activity.

What appears in the feed

• Task status changes (moved to Blocked, On Hold, Done, etc.)
• Vendor chase notes and status changes
• Review decisions (approved, revision requested, rejected)

Each entry shows the event description, reference number, project, who made the change, and when. Blocked and On Hold events are visually emphasised with a colored left border so they stand out in the feed.

Filtering the feed

Filter by project, event type (Tasks / Vendors / Reviews), and date range (Today, Yesterday, This week, Last week, Last 30 days, Last 90 days). All filters update instantly without page reload. A search box filters by event title or project name.

Item activity on the task panel

Open any task detail panel and use the Activity tab to see status history and related events for that item. Vendor request detail also has an activity timeline. The firm-wide Activity page (More → Activity) is a separate chronological feed across projects you can access — it is not opened via a “View activity for this item” deep link from every drawing row.

Role scoping

Admins see firm-wide activity. Managers and Contributors see activity for projects they belong to.

Beech chat replaces project WhatsApp groups with work-linked conversations. Messages stay inside your firm, can link drawings and Vault files, and never bypass project permissions.

Where chat lives

• Messages (inbox icon in the header, or /messages) — direct messages and firm-wide groups across the firm.
• Project → Chat — that project’s General room (every project member) plus optional project groups you create for a subset of the team.

Unread badges appear on the Messages icon and on project Chat. Opening a conversation marks messages read for you.

Direct messages and firm groups

From Messages, start a DM with any active firm member or create a firm group (name + members). Firm groups are not tied to a project; use them for studio-wide coordination. Leave a group you no longer need; Admins and Managers can manage membership on groups they can see.

Project Chat

Every project has a General room. Create additional project groups when only part of the team should see the thread (e.g. structure coordination). Only project members can open project Chat — if you cannot see the project, you cannot see its rooms.

Work links and Vault

In project chats, attach from Vault, link tasks/drawings/reviews/vendor requests, or use Discuss in chat from a work detail panel to open Chat with that item already attached. Chat file uploads stay private to the conversation until you Save to Vault — then they land in the project Vault like any other upload.

Threads, pins, and promote

• Reply opens a thread drawer — the main stream stays root messages only.
• Pin important decisions; pinned messages appear in the conversation header so people can find them later.
• Promote a message to a task or meeting log entry; Beech keeps a link chip on the message so you can jump back.

Mentions

Type @ to mention someone in the conversation. They get an in-app notification (and a Slack ping if your firm enabled chat mentions on the Slack integration).

BeeBo is the firm AI agent for live project data and Confirm-gated changes. It is not the same as Beech Assistant in Help Centre (product how-tos and support tickets).

Where to open BeeBo

• Bottom-right widget — available on most logged-in pages for every firm member.
• Full page — /beebo for a larger conversation view and history.

BeeBo vs Beech Assistant

Lookups (reads)

Ask BeeBo about projects, drawings, tasks, reviews, vendors, sprints, Vault files, hours, billing summary, activity, briefings, and report links. Answers are scoped to what your role can already see in the app. BeeBo can also search this user guide for how-to answers.

Confirm-gated actions (writes)

BeeBo never silently changes firm data. When you ask it to do something, it proposes a plan card. Review the steps, then tap Confirm or Deny. Typed “yes” in chat is not enough — you must use the card.

Typical Confirm actions include: move or assign tasks, create drawings/tasks/projects, update project members, log or delete time, request reviews, create or update vendor requests, create/add/remove/delete sprints, create notes and reminders, send or delete chat messages, open a support ticket, archive a project, convert site-visit points to tasks, and dispatch a status report when integrations allow.

Credits and packs

BeeBo usage draws on firm credits for the current period. Credits track AI cost (longer replies use more than short prompts). Firm settings → BeeBo (under Plan) shows usage and optional monthly credit-pack subscriptions. Admins subscribe and cancel packs; Managers can view usage. Included credits reset each billing period; purchased pack credits roll over until used. When credits run out, lookups and Confirm plans that need BeeBo pause until an Admin adds a pack or the period resets.

Voice (when enabled)

Some firms can talk to BeeBo by voice (English, Hindi, or Malayalam) when realtime voice is enabled for the firm. Voice uses the same Confirm rules for writes and still consumes credits. Prefer the typed widget if voice is not offered in your firm’s BeeBo settings.

Firm settings is where Admins and Managers configure how Beech works for your firm — drawing sections, project statuses, templates, vendor types, teams, scheduling, and firm events. Contributors see a message directing them to contact an Admin or Manager. Personal settings live on My profile.

Navigating Firm settings

Open Firm settings from the More menu. The sidebar has:

• Firm — Members, Project Status Labels, Drawing Sections, Teams, Drawing Templates, Vendor Types
• General — Firm board, Scheduling
• Plan — Billing, Vault (storage usage and add-ons), BeeBo (credit packs)
• Admin (Admin only) — Data & Privacy, Audit log, Integrations (Slack and webhooks)

Your personal settings (profile, password, email, security, notification preferences) are reached from the user menu → My profile (/settings/account), not from the Firm settings sidebar.

Project status labels

Rename, archive, or add custom project workflow statuses. Nine defaults ship with every firm (Intake → Completed). Keys stay fixed after create; display names are what your team sees. You must keep at least one active status.

Drawing sections

Create, rename, reorder, and delete drawing sections. Sections group drawings in the project Work tab (Survey Drawings, Floor Plans, Electrical Drawings, etc.) and supply the short code used in drawing reference numbers. Drag the handle on each section to reorder. A section can only be deleted if it has no drawings assigned to it.

Drawing list templates

Create reusable drawing list templates that can be cloned onto new projects. Each template contains a list of drawing items with title, section, and optional task size (Light through Extra heavy, the same 1–5 scale used on tasks). When creating a project, select a template to pre-populate the drawing list.

Add drawing items one at a time, or load the residential standard list and edit from there. Drag the handle on each row to reorder before you save.

Vendor types

Manage the types used to categorise vendors in your firm's vendor directory (e.g. Structural Engineer, MEP Consultant, Landscape Consultant). Types are also created inline when you add a vendor from Add Work or the Vendors directory — this settings page is for reviewing and adding types in bulk.

Firm board

Post firmwide announcements, team lunches, and birthdays from More → Firm board (/announcements) or Firm settings → Firm board. Announcements can include a body, optional pin (max 2), and expiry date. Lunch and birthday items need a calendar date. Posts appear on Home for everyone; expired announcements move to Archive on the board page. Only Admins and Managers can post, edit, or delete. See Home for how the board card appears on the command centre.

BeeBo credits

Firm settings → BeeBo (under Plan) shows BeeBo usage for the current period and optional monthly credit-pack subscriptions (prorated first charge, then renew on your Beech billing day). Admins manage packs and renewals; Managers can open the section to view usage. For how BeeBo works day to day, see BeeBo.

Integrations (Admin only)

Firm settings → Integrations connects Slack and signed outgoing webhooks for firm event notifications. Google Calendar, Microsoft Teams, and Outlook integrations are marked coming soon when not yet available.

• Slack — connect a workspace, pick a default channel, optionally map per-project channels, and choose which events to send (task assigned/status changed, drawing approved, review requested, vendor delivered, chat mentioned, and related).
• Outgoing webhooks — Admin adds a URL and signing secret. Events include task.assigned, task.status_changed, drawing.approved, review.requested, review.completed, vendor_request.delivered, beebo.status_report_dispatched, and chat.mentioned.

Audit log (Admin only)

Firm settings → Audit log lists sensitive firm actions (member changes, billing, exports, and similar) for accountability. It is separate from the Activity feed, which focuses on day-to-day work events.

My profile

Each user manages their personal settings from the user menu → My profile:

• Profile — update your display name and job title
• Password — change your login password
• Email — change your email address (requires confirming via a verification link sent to the new address)
• Security — set up or turn off two-factor authentication (authenticator app). Backup recovery codes are shown once when you confirm enrollment — save them somewhere safe; Beech does not keep a “view codes again” screen. On login you can trust the device for 30 days.
• Notification preferences — toggle individual notification types on or off, and optional browser push. Set digest mode: Immediate (receive each notification as it happens), Daily (one daily email summary — the default), or Off (no email, in-app only).

Data export (Admin only)

Export all firm data as a ZIP file containing JSON, Excel reports, and Vault files (project folders and the firm library, including trashed files when present). Binary Vault files are included when storage is configured; large Vaults can take several minutes. No password hashes are included. Go to Firm settings → Data & Privacy → Export firm data.

Firm deletion (Admin only)

Request firm deletion from Firm settings → Data & Privacy → Delete firm. You must type the exact firm name to confirm. Deletion enters a 7-day grace period during which you can cancel. After the grace period, all firm data and files are permanently deleted. This cannot be undone.

Invite, manage, and offboard team members from Firm settings → Members. Only Admins and Managers can manage members.

Inviting a team member

1. 1
   Go to Firm settings → Members

   Click Invite. Enter the person's email address, select their permission tier (Admin, Manager, or Contributor), and optionally their job title. Only Admins can invite new Admins.

2. 2
   They receive an invitation email

   The invitation contains a secure link valid for 7 days. Resend the invitation from the pending invites list if they don't receive it or if it expires.

3. 3
   They accept and join

   Clicking the link takes them to a page where they set their name and password. Their session starts immediately after. They are counted toward the seat cap from this point.

Pending invitations

Invitations that have been sent but not yet accepted appear in the Pending invites list. You can resend (generates a new 7-day link) or revoke (cancels the invitation) from this list.

Changing roles and titles

Click Edit on any team member's row to change their permission tier or job title. Managers can change Manager ↔ Contributor. Only Admins can grant or revoke Admin. Changes take effect immediately. The person's current session continues but their next action will reflect the new permissions.

Deactivating a team member

When someone leaves the firm, deactivate their account from the Team page. Deactivated users cannot log in and do not appear in assignment pickers or reports. Their seat is freed immediately. All historical records — task history, review decisions, time logs, audit trail — are preserved exactly as they were.

Reactivate a deactivated account at any time by clicking Reactivate on their row.

Deleting a team member (Admin only)

After deactivation, an Admin can permanently delete a user account. This is irreversible. The person's work history in the audit trail is preserved but attributed to "[Deleted User]" rather than their name. Open tasks assigned to the deleted user are set to Unassigned. Only deactivated users can be deleted — you cannot delete an active account.

Force logout and MFA reset

Admins can force logout a member from Firm settings → Members (ends their sessions immediately). Admins can also reset MFA for a member who lost their authenticator — the member enrolls again on next login. From My profile → Security, any user can end all of their own sessions.

Last Admin and ownership

Beech will not let you deactivate or demote the last remaining Admin. If a firm Owner is set, only that Owner can transfer ownership; if none is set, any Admin can assign an Owner. The ownership target becomes Admin if they were not already.

Seat caps

Your plan includes a maximum number of active seats (active Admin + Manager + Contributor users). If you reach the cap, the invite form will show a message naming your plan and its limit. Deactivating a team member frees their seat immediately.

To add more seats, upgrade your plan from Firm settings → Billing, or contact support.

Beech is a single product with all features on every plan. Plans differ by the number of team members (seats) and active projects, not by feature access.

Plans

Seat count = active Admin + Manager + Contributor users. Active projects = non-archived projects. Archiving a project frees a slot immediately. Vault capacity is pooled across the firm — see Vault. Need more than Business? Contact support for a custom arrangement — there is no separate Enterprise checkout SKU.

Free trial

Every new firm gets a 30-day free trial with full access. No payment is required to start. After the trial, renew from Firm settings → Billing. The first 25 firms lock in launch pricing as early adopters and can complete checkout in-app; later firms contact support to subscribe or renew.

Billing period

Choose monthly or annual billing. Annual billing reduces the effective monthly cost — the savings in rupees is shown clearly on the pricing page.

Viewing your current plan

Go to Firm settings → Billing. Your current plan, seat cap, seat usage, active project count, project cap, renewal date, and remaining time in your billing period are shown clearly. When a Vault add-on is active, Vault next charge appears next to Beech renews. Renew or upgrade your plan from this page (Admin only).

Vault storage add-ons

Extra Vault capacity is sold as monthly add-ons (500 GB, 1 TB, 2 TB, or 5 TB) — one SKU at a time. Buy or manage them from Firm settings → Vault. The first payment is prorated to your Beech billing day; after that the full monthly amount renews on that day. Capacity unlocks only after payment confirms. Details and prices are in Vault.

Expired plans

If your plan expires, the app redirects to a renewal page. Settings remains accessible so you can renew. Contact support if you need to extend your access during a renewal issue.

Payment

Early-adopter firms pay through Razorpay when they subscribe, renew, or buy Vault/BeeBo packs from Firm settings. GST applies as per government regulations; receipts come from Razorpay after each payment. If self-serve billing is not available for your firm yet, open a Help Centre ticket (Billing) or email support — Managers can view Billing but only Admins renew or upgrade.

Common issues and how to resolve them.

I can't log in

• Check that you are using the email address you signed up with.
• Use Forgot password on the login page to reset your password via email.
• If you were invited by a colleague, make sure you completed the invite acceptance (clicked the link in the invite email and set a password).
• If you see an error after a database reset or maintenance, go to beech.work/logout to clear any stale session, then log in again.

I can't invite a team member

• You may have reached your plan's seat cap. Deactivate unused user accounts to free up seats, or upgrade your plan from Firm settings → Billing.
• Check that the email address you are inviting has not already been used to create an account on Beech — each email can only be associated with one firm.
• Check that you are Admin or Manager tier — Contributors cannot send invites.

I can't move a drawing task to Done

• If reviews are enabled for the project (the default), a drawing task requires an approved internal review before it can reach Done.
• Open the task detail panel and check the Review status section. If a review is Pending, the reviewer needs to approve it first. If no review has been requested, request one.
• If the project has Require a file before marking tasks Done on, link at least one Vault file to the task from the detail panel, then try again.
• If you are an Admin or Manager, you can move drawing tasks to Done regardless of review status (the Vault-file gate still applies when enabled).
• If reviews have been disabled for the project (in Info tab → Project settings), any role can move to Done freely unless the Vault-file requirement is on.

I can't upload to Vault

• Check the firm usage chip on the Vault tab — if the pool is full, delete unused files, empty Trash after restore if needed, permanently delete a project (Admins only), or ask an Admin to buy a storage add-on. Archiving a project does not free Vault storage.
• Confirm the file type is allowed (images, PDF, Office, CAD/archives, and similar architecture formats). Executables and unsupported types are rejected.
• Project members (Admins, Managers, and Contributors) can upload and manage Vault files on projects they belong to. Firm Library uploads are Admin-only.
• If uploads are disabled for the environment, an Admin needs to enable Vault/uploads configuration.

A drawing shows as Blocked when I didn't block it

The blocking system is automatic. A drawing is blocked when one or more of its dependencies are unresolved. Open the task detail panel and look at the Dependencies section — it will show which drawing or vendor request is causing the block and its current status. Resolve the upstream item to unblock the drawing.

I can't create a sprint

• Only Admins and Managers can create sprints.
• A project can only have one active sprint at a time. If you are trying to create a project sprint for a project that already has one, complete the existing sprint first.
• A firm can only have one active firm sprint at a time.
• Archived projects cannot have new sprints.

Tasks I added to a sprint are not appearing

• Refresh the page and try again — occasionally a network issue can cause the update to not reflect immediately.
• Only incomplete tasks (not Done) of the same project can be added to a project sprint. Done tasks are not eligible.
• A task already in one active sprint cannot be added to another. Check whether the task is already in a project sprint (visible in the task detail panel's sprint section).

I can't see a project that someone says exists

• If you are a Contributor, you only see projects you are on the project team for.
• Ask an Admin or Manager to add you as a project member from the project's Info tab.
• The project may be archived. The Projects page has a "Show archived" toggle — archived projects don't appear in the default view.

A notification link isn't taking me to the right place

This can happen if the underlying item was deleted after the notification was created. The notification remains but the target item no longer exists. This is expected behaviour — you can mark the notification as read and ignore it.

My time entries are not showing on the My Hours page

• Check that you are looking at the right week using the week navigation arrows.
• Time is logged per task — go to the task detail panel and check the Time logged section to confirm the entry was saved.

I need to contact support

Open the Help Centre from the question mark icon in the top navigation, or go to /help. Browse FAQs, chat with Beech Assistant, or open a ticket. Categories include bug, how-to, billing, feature request, request more projects (limit increase), callback, and other. Attach up to 5 files (10 MB each). Ticket statuses move through Open → In progress → Waiting → Resolved / Closed. Alternatively, email [email protected]. For live firm data and Confirm-gated work changes, use BeeBo instead.

Key terms used throughout Beech and this documentation.