Glossary

Activity

An activity is a log of what has happened in your business - this could be an email, meeting, note, or any other type of event. Activities are linked to Records, so you can see what's been happening with a particular project, customer, or invoice.

Activities allow you to keep track of what's happening on your Kinabase and who has done what. For example, the Activity Timeline shows how projects have progressed, what fields have changed, and what your Colleagues have been working on.

You can access your Activities through your Dashboard. They can also be filtered according to Collection, giving you even more control over what you'd like to see.

Billing Admin

Billing Admins can access and adjust the billing settings for your organisation. This includes downloading invoices, editing billing details, and processing payments.

For a more detailed insight into this feature, you can read here: New Billing Admin role gives you complete control.

Colleagues

Colleagues represent the people you work with in Kinabase, whether it's fellow employees or team members. Each Colleague has their own User account in Kinabase. You can assign Colleagues to Records and Tasks, to ensure you always know who is doing what.

Collection

Collections are lists of information, containing Records that hold all the data you store in Kinabase. Collections are made up of Fields, and each Field represents a piece of information you want to capture against each Record.

Collections are located in your left Sidebar, beneath your Dashboard. You can customise the order of your Collections by right-clicking in your Sidebar and clicking 'Customise menu'.

Read more about how to manage your Collections here: Managing your Collections.

CSV File

A CSV File (Comma-Separated Values) is a simple text file that stores data in a table format, like a spreadsheet. Each line in the file is a row, and the data in each row is separated by commas. CSV files allow you to easily move data between different programs, like from Excel into Kinabase.

Read more about adding your Data into Kinabase here: Adding Data into Kinabase.

Dashboard

Your dashboard is the home screen of your Kinabase. It's where you can see all your important information at a glance, like your Tasks, Activities, and Calendar. The dashboard shows you a summary of everything that's happening linked to you, so you can quickly see what needs your attention.

Field

A Field is a piece of information that is stored against every Record.

Collections are made up of Fields, and Fields represent the pieces of information you want to capture against each Record. For example, a company record could have Name, Address, and Website Fields.

You can Configure your Collections to add more Fields, and adjust your Primary and Secondary Fields to suit your organisation's specific needs.

File

Files are documents, images, or any other type of file that you can store in Kinabase. You can store files in Kinabase by clicking on any Record within a Collection, and then clicking on the Files tab in the right sidebar.

Identifier (ID)

Identifiers (IDs) are unique codes that identify each Record in your Kinabase. These are useful when your Records don't have a Field that makes them easy to identify (e.g. for invoices). You can set a short prefix and define how many digits you'd like to include; Kinabase will then generate the IDs for you automatically.

Permissions

Permissions are the settings that determine who can view, edit, and manage your Data in Kinabase.

Permissions are role-based, meaning you can create different levels of access for groups of Users. For example, you can create a 'Project Manager' role that can see more data than a 'Team Member' role. Permissions are accessed through Configure.

Read more about granting Permissions here: Granting Permissions.

Primary Field

The Field used to identify a specific Record (e.g. 'Name').

Primary Fields can be changed in the Configure settings for any individual Collection. These settings will apply to all the Records in that Collection, and will also appear in the drop-down menus across your Kinabase system.

You can also add a Secondary Field, if a Record needs an extra piece of information to identify it.

Record

Records are individual entries in your Collections. Each Record contains all the information you've stored in your Fields, and can be linked to other Records, Tasks, and Activities. For example, a Record could be a single customer, a project, or an invoice.

Clicking on an individual Record gives you any details, Activities, Tasks etc. associated with that Record.

Regular User

A Regular User has the standard level of administrative access within your Kinabase. This means they can only view, edit, and manage whatever the System Admin has granted Permissions for.

By default, the Permissions for Regular Users allow them to view, edit, and access any Data within your Kinabase, but you can also Configure these settings before you add new Users.

Secondary Field

An optional extra Field to support the Primary Field by providing additional context.

Secondary Fields can be changed in the Configure settings for any individual Collection. These settings will apply to all the Records in that Collection.

Selection bar

This bar will appear at the bottom of the screen if you select one or more Records in a Collection. The Selection Bar gives you options to manage the selected Records in bulk, such as Edit multiple, Merge, and Delete.

Sidebar

The bar along the left of your screen, where you can find your Dashboard, Collections, and Settings. It gives you the quickest access to all your unique Kinabase Data and features.

System Admin

The System Admin gives a User the highest level of administrative access in Kinabase.

System Admins can view, edit, and manage everything within your Kinabase. They can access all system settings, and Configure any Collection they want.

Users

People who can log into your Kinabase workspace.

Users include the information needed to access Kinabase, including email addresses. Users can be deactivated when they no longer need access.

Colleagues contain the information relevant to your business. You can add additional Fields for your Colleagues, and they are also linked to your Records.

Read more about managing your Colleagues in the User section of our Support Page: Managing Colleagues.

Validation

Validations allow you to set up certain checks for the Data that's being inputted into your Kinabase.

The Validation Pane in your Collection Configurations allows you to manage the Validation rules for that Collection. You can set required fields, numerical limits, and unique fields.

View

A preset that allows you to control how your Data is displayed, and which Fields and Records you want to see.

The Views Pane in your Collection Configurations allows you to decide which Fields and Records you want to display, controlling what View you have over your Data. You can also create shortcuts to the information you access most regularly.

Workflows

A series of steps that every Record goes through in your Kinabase. Workflows are useful for tracking the progress of a project, or for managing the different stages of a process.

For example, an expense claim might go through the stages of 'Submitted', 'Approved', and 'Paid'. You can set up a structured process to track transitions between different stages in a project, and view changes in the Activities Pane in your Dashboard.

Read more about setting up Workflows here: Setting up Workflows.