Team, roles and access
People sign in to a workspace through a membership, and each membership has a role. A role is a list of permissions, written as module: action (for example Employees: manage).
Preset roles
| Role | Typical use |
|---|---|
| Owner | Full access, including deleting the workspace. There is always at least one |
| Admin | Full access to every module |
| Accountant | Finance, banking and reports |
| Sales | Customers, quotations, invoices and payments |
| Cashier | Point of sale and cash receipts |
| Store manager | Stock, warehouses and purchasing |
| HR manager | Employees, departments, leave and payroll |
| Self-service | An employee's own record, payslips and leave |
Preset roles can't be deleted, but you can change what they allow (except the Owner, which always has full access). For anything else, create a custom role and tick its permissions. Permissions for new modules appear as those modules are released.
Inviting someone
On Team and access, choose Invite, enter their email and pick a role. They get a link that works for 7 days. You can copy the link or revoke the invitation while it is pending. To give an existing employee a login, use Invite to sign in on their employee record instead.
Changing access
- Change someone's role from the list; it applies immediately.
- Suspend stops someone signing in to this workspace without removing them; Reactivate restores access.
- Remove takes them out of the workspace.
- Only an Owner can make someone an Owner, and the last Owner can't be removed or demoted.
Limiting someone to a department
In Organisation > Team and access, the Sees column sets what each person can see: the whole business, or only one department. Someone limited to a department:
- sees only documents tagged with that department or one of its cost centres, plus anything they created themselves;
- sees that department's profit and loss, and its column in profit and loss by department;
- doesn't see reports on the whole business: the balance sheet, trial balance, journals, account ledgers, VAT summary, budgets and the business summary on the dashboard.
Their role still decides what they can do; the limit decides which records. Owners always see the whole business, and nobody can change their own limit. Customers, suppliers and products are shared by every department.