Set up your team, assign jobs, and manage your business from the owner dashboard.
Set up a company account
During sign-up, choose "Company account" when asked about your account type. If you already have a Solo account, go to Settings → Upgrade to Company.
Enter your company name and trading address. This appears on all certificates and invoices generated by every engineer on your team.
You become the company owner. You can have one owner per company account.
The owner has access to all features, including the owner dashboard at app.heatflow.app.
Your 14-day free trial includes all Company plan features — invite engineers straight away to evaluate the team features.
Invite engineers to your team
From the owner dashboard, go to Engineers → Invite engineer.
Enter the engineer's email address. They'll receive an invitation email with a link to download the app and create their account.
The engineer must have a valid Gas Safe registration number to complete sign-up.
Once they accept and set up their profile, they appear as Active in your engineer list.
The standard Company plan includes up to 5 engineers. Need more? Contact support@heatflow.app for a tailored quote — we offer custom seat pricing for larger teams.
Each active engineer on your account counts as one seat for billing purposes.
Assign jobs to engineers
When creating a job in the owner dashboard or app, use the "Assign to" field to select an engineer.
Assigned engineers receive a push notification and the job appears at the top of their job list.
You can reassign a job at any time before it is marked complete — the new engineer is notified automatically.
Unassigned jobs appear in a shared queue. Any engineer can claim an unassigned job.
From the owner dashboard, the Operations view shows all jobs across all engineers with live status.
Owner dashboard overview
The owner dashboard runs in any desktop browser at app.heatflow.app.
Overview shows today's active jobs, engineers on-site, and any urgent alerts (unsafe situations, overdue certificates).
Operations shows every job across your team — filter by engineer, date range, job type, or status.
Approvals is where you review certificates before they are sent to customers. Certificates flagged for approval appear here.
The CP12 tracker shows your full landlord portfolio — upcoming renewals, overdue records, and compliance status.
Analytics shows revenue by engineer, job completion rates, and certificate volume over time.
Manage engineer permissions
By default, engineers can create jobs, generate certificates, raise quotes, and issue invoices.
You can restrict certificate sending — enable "Require approval" so all certificates go through the Approvals queue before being emailed to customers.
Engineers cannot view other engineers' jobs, customers, or financials — each engineer only sees their own data.
The owner sees everything across the whole team.
To remove an engineer, go to Engineers → select the engineer → Remove from team. Their historical data is retained for your records.
Certificate approval workflow
Go to Settings → Team settings → Enable certificate approval.
When an engineer generates a certificate, it enters the Approvals queue instead of being sent immediately.
Review the certificate in the dashboard. You can approve, request changes, or reject.
Approved certificates are automatically emailed to the customer and added to the engineer's completed records.
Engineers are notified of approval, change requests, or rejections via push notification.
This is particularly useful for ensuring compliance before certificates are issued to landlords.
Learn more about the Company plan
Full overview of team features, the owner dashboard, and Company plan pricing.