Kaascade Help
Sites and projects
A site is a place: a house, a farm, a factory. A project is a piece of work at that site, with its own dates and budget, for example "East pool" or "Driveway". Every expense, payment, work item and list belongs to one project.
Who can do what
Kaascade is invite-only. Each person gets a role on a whole site or on one project. The roles form a ladder: each one can do everything the one below it can, and more. There is one exception: a site manager cannot see private entries.
- Site owner
- The legal owner of the site. Everything on the site, including private entries. Adds other owners (for example a spouse) and site managers. A site always keeps at least one owner.
- Site manager
- A trusted person who runs every project on the site, such as a main contractor or a family member. Can't see private entries and can't change who the owners are.
- Project manager
- Runs one project: plans the work, edits any of its entries, invites its people.
- Supervisor
- Works on site: records money and bill photos, edits their own entries, updates work progress.
- Viewer
- Sees the project but changes nothing.
| Site owner | Site manager | Project manager | Supervisor | Viewer | |
|---|---|---|---|---|---|
| Which projects | All on the site | All on the site | Their project | Their project | Their project |
| See entries, schedule, totals, bills, history, exports | Yes | Yes | Yes | Yes | Yes |
| See and mark private entries | Yes | – | – | – | – |
| Add expenses and money received | Yes | Yes | Yes | Yes | – |
| Edit or delete entries | Any | Any | Any | Their own | – |
| Make lists and add to them (ideas, shopping, checklists) | Yes | Yes | Yes | Yes | – |
| Tick list items off, put them in order | Yes | Yes | Yes | Yes, anyone's | – |
| Rename or delete a list | Any | Any | Any | Their own | – |
| Update work progress (status, actual dates, notes, photo) | Yes | Yes | Yes | Yes | – |
| Plan work (stages, dates, who does it, estimate) | Yes | Yes | Yes | – | – |
| Edit the project (dates, budget, completed) | Yes | Yes | Yes | – | – |
| Invite people to a project, change or remove them | Yes | Yes | Yes | – | – |
| Add or delete projects | Yes | Yes | – | – | – |
| See the owners and site managers | Yes | Yes | – | – | – |
| Add, change or remove owners and site managers | Yes | – | – | – | – |
| Edit, archive or delete the site | Yes | – | – | – | – |
App admins
App admins run the app itself. They create sites and name each site's first owner, and they add other app admins. They see the names of all sites and who owns them, but nothing inside a site: no entries, totals, bills or people. An app admin sees inside a site only when that site's owner gives them a role, the same as anyone else.
Questions
The app says my email has not been invited
Ask the owner of your site, or your project manager, to invite your email address. Use exactly that address when you set up your account.
How do I sign in the first time, or if I forgot my password?
Choose "New here? Set up your account" (or "Forgot password"). You get a 6-digit code by email, valid for 10 minutes. Then you set a password: at least 12 characters with a capital letter, a small letter, a number and a symbol. After that you sign in with your email and password.
Why can't I see an entry someone told me about?
Either it is on a project you are not on, or a site owner made it private. Private entries, their bills and their history are seen only by the site's owners. They are also left out of everyone else's totals.
Can the app admin see my site's money?
No. App admins see your site's name and its owners only, unless you give them a role.
Who should be a site owner, and who a site manager?
Make the people who own the property owners, for example a couple. Make anyone else who runs the whole site a site manager. They can do almost everything, but they can't see private entries or change the owners.
Can I leave a site or remove the last owner?
A site always keeps at least one owner. To hand a site over, add the new owner first. Then the old owner can step down or be removed.
Can an entry move to another project?
Yes, to another project on the same site, by anyone who can edit it there. Entries can't move to a different site.
What do "archived site" and "completed project" mean?
An archived site is read-only for everyone until an owner restores it. A completed project takes no new entries, but its existing entries can still be edited.
Where are bill photos kept and who sees them?
In private storage. They open through a link that expires after 10 minutes, and only for people who can see the entry. Photos are shrunk before upload to save data; the limit is 5 MB.
Where do I see who changed what?
Open an entry and tap "Change history", or see Sites & people → Activity. Everyone sees changes to entries on their projects. Managers also see changes to projects and people. Site owners see everything on their site.
How do I get a report, or share one without private entries?
Pick the site, and if you like a project and a month, then tap PDF report and choose "Save as PDF" in the print window (on a phone: Share or Print, then Save as PDF). CSV downloads the same entries as a spreadsheet. Both contain exactly what is on screen. Site owners see a Hide private tick box: tick it before exporting, and private entries are left out of the list, the totals and the files. The report says whether private entries are included.
Can I have sites in different countries?
Yes. Each site keeps its money in one currency, chosen when the site is created: rupees for a house in India, US dollars for one in the USA, Canadian dollars for one in Canada. Everything on that site, its totals, reports and CSV files are in that currency. The app shows one site at a time, so amounts in different currencies are never added together, and nothing is converted. An owner can change the currency only while the site has no amounts in it.
How do Lists work?
A project can have as many lists as you need, each of one kind. Ideas keep pictures and links you like: tiles, a kitchen on Pinterest, a light in an online shop. Shopping lists what to buy, with the quantity and an estimated price, and the total still to buy. A checklist is for things to do or check, such as snags before handover.
Paste a link and its title, a short description and its picture fill in by themselves (some sites, such as Amazon, don't share these: then add a title and a screenshot). The picture is saved in the app's private storage, so it stays even if the website changes. Drag the ⋮⋮ handle to put items in order (on a computer, the arrow keys on the handle work too). To move an item to another list, for example an idea onto the shopping list, open it and pick the list.
Anyone who can add to the project can tick items off and arrange them, whoever added them; changing an item is for the person who added it and the managers. Ticking something bought never records money by itself: tap Record expense on it, and the expense is linked to the item, so it is not paid for twice. A list can be deleted once it is empty.
Does it work without signal?
Not yet. Saving needs a connection.