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Last updated: 25 Oct 2026
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Key terms used throughout Beech and this documentation.
| Term | Definition |
|---|---|
| Admin | The highest permission tier. Has full access to the firm including billing, team management, and firm deletion. |
| Assignee | The team member responsible for completing a specific drawing or task. |
| BeeBo | Firm AI agent (FAB or /beebo) for live lookups and Confirm-gated changes. Distinct from Beech Assistant in Help Centre. |
| Beech Assistant | Help Centre chat for product how-tos and opening support tickets. Does not change projects or tasks. |
| Blocked | A drawing or task that cannot proceed because a dependency is unresolved. Automatically set and cleared by Beech. |
| Canvas | A freeform visual workspace in the Studio tab where images, text, and color swatches can be arranged freely. |
| Confirm | The button on a BeeBo plan card that executes proposed writes. Typed “yes” in chat is not enough. |
| Contributor | A team member who creates and assigns work on projects they belong to. Cannot manage the firm, project teams, or sprints. |
| Coordinator | The internal team member responsible for following up with a vendor on a specific vendor request. |
| Dependency | A link from one drawing to another drawing or vendor request that must be completed before the first can proceed. |
| Deliverables | Project tab that lists packages of Vault files shared externally with clients, vendors, or others. |
| Drawing section | A named group that organises drawings in the project Work tab (e.g. Floor Plans, Electrical Drawings). Configurable per firm. |
| Firm | Your studio's isolated workspace in Beech. All data, users, and settings belong to one firm. |
| Firm board | Announcements, lunches, and birthdays at More → Firm board (/announcements). Also configured under Firm settings → Firm board. |
| Firm sprint | A sprint that covers all projects in the firm, not scoped to a single project. One active firm sprint is allowed at a time. |
| General task | A standalone task not linked to a drawing — for follow-ups, coordination, or any work without a drawing number. |
| Manager | A team member who can manage projects they belong to, drawings, vendors, and team invites (except Admin). Can view billing; cannot renew or delete the firm. |
| Messages | Firm DMs and groups (/messages), plus project rooms with work links, Vault attach, threads, and pins. |
| MOM | Minutes of Meeting. The structured record created when logging a site visit — attendees, discussion points, decisions, and action items. |
| On Hold | A drawing or task deliberately paused to prioritise other work. Requires a written reason. Not the same as Blocked. |
| Package | A titled bundle of Vault files with optional share link, expiry, and password. Created from Vault; managed on Deliverables. |
| Plugins | Admin connections on Firm settings for Slack, Google Calendar, Drive, Dropbox, SharePoint, and outgoing webhooks. See the Plugins guide. |
| Project code | A short uppercase prefix used in all drawing reference numbers for a project (e.g. RV01). Set when creating a project. |
| Reference number | The unique identifier for a drawing (e.g. RV01-FLP-005), general task (RV01-TSK-007), or vendor request (RV01-VND-002). |
| Review | The internal approval process for a drawing before it reaches Completed status. One or more reviewers must approve. |
| Revision | A new version of an approved drawing created when a client requests changes. Gets a suffix (e.g. RV01-FLP-005-R1). |
| Seat | One active Admin, Manager, or Contributor user. |
| Spillover | A task carried from a completed sprint into the next sprint. Shown with an amber Spillover badge on the Kanban board. |
| Sprint | A time-boxed work window (1–4 weeks, or a custom date range) during which a set of tasks is planned, executed, and reviewed. |
| Studio | The project tab for creative reference — canvases, Jot documents, and inspiration links. Project files live in Vault. |
| Trash (Vault) | Deleted Vault files kept for 30 days. Trash does not consume active Vault quota. |
| Vault | Firm-wide pooled file storage for project documents. Opened per project on the Vault tab; capacity is shared across the firm. |
| Vault add-on | Optional monthly storage pack (500 GB–5 TB) billed on the firm's Beech billing day after a prorated first payment. |
| Vendor | An external consultant or service provider (structural engineer, MEP consultant, etc.) tracked in Beech's vendor directory. |
| Vendor request | A specific deliverable requested from a vendor, with a four-step status (Requested → In Progress → Delivered → Closed) and an activity timeline. |
| Workspace | The cross-project task board and list. Shows all your tasks, pending reviews, and open vendor requests from all projects in one place. |
Before you start
- Confirm you can open the relevant page and that your role has permission to perform the action.
- Identify the project, drawing, or task context before you start so updates are recorded in the right place.
Workflow checks and quality guardrails
Checklist item 1: Follow the Glossary process in order and save frequently after each meaningful update.
Checklist item 2: Write enough context in notes or comments so another teammate can understand the change without asking you.
Common mistakes to avoid
- Skipping ownership or due-date details, which makes reporting and follow-up unreliable.
- Updating status without adding context, which creates confusion during reviews and handovers.
Troubleshooting
- 1Troubleshooting step 1
If an action is unavailable, verify role permission and whether required upstream fields are completed.
- 2Troubleshooting step 2
If expected results are not visible, check page filters and refresh to confirm synced state.
What to do next
- Open
/docs/homeand continue with the next workflow. - Open
/docs/reportsand continue with the next workflow. - Open
/docs/troubleshootingand continue with the next workflow.
Related reading: Guides and Blog and feature workflows.