Question 1

How e-signature works on Terms of Business

Accepted Answer

Signature, IP address, timestamp, document version — captured as evidence on every signed ToB.

Category: Terms of Business ⸻ When you send a Terms of Business to a client, they get a unique link to a signing page. They draw or type their signature, click Sign, and we capture the evidence stack:

The signature image they drew or typed
The IP address they signed from
The exact timestamp (UTC) of the signature
The full document version they were shown, snapshotted at send time

The signed PDF is generated server-side and stored against the client. You can re-download it any time from the ToB record.

Is this legally binding?

In the UK, e-signatures are recognised under the Electronic Communications Act 2000 and the eIDAS Regulation. The evidence stack we capture is what an enforcement court would look at if a signed ToB was ever disputed. We are not your solicitor — if you need formal confirmation for a specific clause type, ask one.

Question 2

Adding team members and managing seats

Accepted Answer

How seats work on Team, Agency and Perm. Inviting consultants, setting roles, archiving seats.

Inviting a consultant

Settings → Team → "Invite member". Enter their email and pick their role (Admin or Member). They get an invite email with a link to set their password.

Member permissions

Admin members can do everything (billing, settings, all proposals). Member-role consultants are scoped by capability — you can grant editproposalconfig, edittob, manageclients independently. Defaults to off for new members.

Archiving a seat

Settings → Team → click a member → "Archive". The seat returns to the pool immediately so you stop paying for it. The user's past proposals stay attributed to them historically.

Question 3

Changing or cancelling your plan

Accepted Answer

Upgrades, downgrades, cancellation, and what happens to your data afterwards.

Category: Pricing & trial ⸻ Upgrading

Settings → Billing → "Change plan". Upgrades take effect immediately. On annual billing the price difference pro-rates for the rest of your current period.

Downgrading

Same path. Downgrades take effect at the start of your next billing cycle. Your current period keeps the higher tier features. You will see a confirmation if your usage exceeds the lower tier's caps.

Cancelling

Settings → Billing → "Manage billing" → "Cancel subscription". Monthly plans stop renewing immediately; access continues to the end of the current period. Annual plans are not pro-rated for refunds.

After you cancel

Your account stays accessible at read-only until the period ends. Export your proposals and clients to CSV from their respective pages before you go. We do not delete data immediately — you can come back and reactivate without losing history.

Question 4

Where your data lives and how we handle GDPR

Accepted Answer

EU/UK hosted, row-level security per agency, full export, deletion on request.

Category: Data & security ⸻ All proposal data, client records and Terms of Business templates are stored in EU/UK regions on Supabase, which runs on AWS infrastructure. Nothing customer-facing is hosted outside the EU/UK.

Tenant isolation

Every customer table uses Postgres row-level security tied to your agency ID. Other agencies on the platform cannot read your data even if they try to — the database enforces it, not just the application code.

GDPR

We're a data processor under GDPR — you're the controller of your data. We have a Data Processing Agreement in place with Supabase. You can request a copy of your data, export everything to CSV from the dashboard, or request full deletion of your account.

Who runs RateCalc.io

The platform is operated by MCR Labs Ltd (company number 17228923), registered in Middlewich, UK.

Question 5

The clients page — your CRM-lite

Accepted Answer

Per-client funnel, sites with rate overrides, contacts, tags, pipeline value, notes timeline.

Category: Clients ⸻ Every proposal and Terms of Business document is tied to a client. The /dashboard/clients page is the master view — every client you have ever quoted, with their full activity at a glance.

What's on the list view

Funnel chevrons per client (drafts, sent, accepted, declined / ToB drafts, sent, signed)
Days since last proposal — warning chip if it crosses 365 days
Average accepted margin and average bill rate
Pipeline value (per-role hours-per-week × bill rate × weeks open)
Tags you assigned
Sector tag (so a healthcare client appears under your healthcare KPIs)

What's in a client's detail view

Click into a client to see: contacts (each with email + job title), sites (with per-role rate overrides and per-shift premium uplifts), full activity feed (proposals + ToBs), notes timeline, and a rate-review schedule with auto-bump on accept.

Bulk import

Dashboard → Clients → "Import CSV". Upload a file with name, email and (optionally) sector_id columns. Deduplication is by trimmed-lowercase name, so you won't double-create clients you already have.

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