# Set up a small team (/docs/settings/small-team)

A small company has fewer people than roles. One person can do the quality work and the engineering work.
Factory OS lets you give one login more than one **App role** and more than one **Signs as**. The login is
still one person: it signs a document one time only, and it never approves what it raised.

This page is for the Org admin. Open **Settings > Users & invitations**.

<GuideStep
  title="One person, several tasks"
  description="Each person in the small team has more than one task. A yellow Custom roles chip means the person has a role that no task gives."
  src="/guide/small-team/1.png"
  alt="People with access on desktop: four people, each with several task chips"
  width={1440}
  height={900}
  callouts={[
    { x: 44, y: 55, caption: "Tasks: what each person does. The system sets the roles from them." },
    { x: 53, y: 46, caption: "Custom roles: a role or signing title that no task gives. It stays until you change it." },
    { x: 88, y: 45, caption: "Edit: open the person and change the ticks." },
  ]}
/>

## Give a person more than one role [#give-a-person-more-than-one-role]

<Steps>
<Step>

In **Users with access**, choose **Edit** on the person's row.

</Step>
<Step>

Tick the tasks of the person, for example the store task and the inspection task. The system gives the app
roles of all ticked tasks. The person sees every module that one of the roles can see. The person can change a
module when one of the roles can change it. For an unusual set, open **Advanced** and select the roles in
**Also app roles**.

</Step>
<Step>

The same ticks give the signing titles. The person can sign every step that one of the titles can sign. The
signature records the title that the step needed. **Advanced** shows **Signs as** and **Also signs as**.

</Step>
<Step>

Make sure that the **Employee** is linked. The checks that need "someone other than" the person who raised a
record compare the employee and the login, never the role.

</Step>
</Steps>

<Callout type="note">
Only the Org admin can change app roles and Signs as. You cannot change your own: another administrator
does it. The Org admin role is always the main role of a login, never an extra role.
</Callout>

## Example: a company of four people [#example-a-company-of-four-people]

| Person | App roles | Signs as |
|---|---|---|
| A | Engineering, QA / regulatory | Process engineer, QA engineer, QC inspector |
| B | Purchasing, Store, Planner | Purchasing officer, Store keeper, Production supervisor |
| C | HR, EHS officer | HR officer, EHS officer |
| D | Org admin | Managing director, QA manager, Production supervisor |

D gives the second signature on every approval. Give D the Org admin role, or the **Managing director** and
**QA / regulatory** app roles, so that D can close quality records.

## Who does what [#who-does-what]

With the default approval levels:

| Flow | First step | Second signature |
|---|---|---|
| Product release | A (Engineering review), B (Production review) | D (QA approval) |
| Work instruction | A (Author review), B (Production review) | D (QA approval) |
| Validation protocol | A | D |
| Purchase requisition and purchase order | B | D |
| Goods receipt and incoming inspection | B receives | A inspects |
| Order setup and first part | B sets up | A checks the quality |
| Stock count | B counts | D approves |
| NCR and CAPA | A | D |
| Training | C records | A or D, as the trainer or the manager |
| Internal audit | C audits | The department audited responds |
| Incidents and permits | The person who reports or asks | C closes, or D when D also has the EHS officer role |

One person signs one level only. When D signs the Production review of a product as Production supervisor,
D cannot also sign the QA approval of the same product. Let B sign the Production review.

## Purchase approvals for a small team [#purchase-approvals-for-a-small-team]

Open **Settings > Numbering & approvals**. Set one level, **Managing director**, on requisitions and on purchase
orders. B raises the requisition and D approves it. B cannot approve a requisition that B raised, with any role.

<Callout type="warning">
A level whose role nobody else holds cannot be signed. For example, a **Department head** level that needs the
Production supervisor stops when only the person who raised the requisition holds that role. Set the levels to
the roles that a second person holds.
</Callout>

## HR [#hr]

The **HR** app role sees the training pages in Quality and views Settings. It adds and changes the employee
records and the training records, and nothing else. The **HR officer** signs the training records. HR is its
own department (**Human resources**), so the HR officer can audit the other departments. Only the Org admin
links logins to employees and changes approval levels, app roles, Signs as, approval limits and delegations.

<NextSteps>

<NextStep href="/docs/settings/users-and-invitations" title="Invite people and link them to employees" description="App role, Signs as and employee for each login." />

<NextStep href="/docs/settings/numbering-and-approvals" title="Numbering and approvals" description="Approval levels for requisitions and orders." />

</NextSteps>