Manage user roles

This guide walks you through the different roles available for users, explaining how each one differs.

Plus, we show you how to customise roles to fit your specific needs. 

Understanding the different roles

Accounting

• Administrator - This is the highest access level. This role gives full access to all areas plus user and business management permissions. 
• Read Only - This is the lowest access level. Users with this role will be able to view all areas but won't be able to add, edit or delete anything
• Sales - Users assigned this role can only access Sales
• Standard  - This is a medium level role which gives access to day to day data processing

Payroll

• Administrator - This is the highest access level. This role gives full access to Payroll plus user and business management permission
• Standard - This role gives full access to Payroll except user and business management

Speciality Roles

• Subscription Administrator - This role allows the user to manage the subscriptions for all business associated with their account

Custom Accounting Roles

You can create custom roles to suit the needs of the user with it's own set of permissions. 

The view option for each area will give the user read only access. For example, View Journals will give the user read only access to journals.

Options available are:

• Bank - View bank account or Add, edit and delete bank transactions. You can also add Manage bank accounts
• Business Settings - Manage business and Manage users
• Products and services - View products and services or Add, edit and delete products and services
• Contacts - View customers and suppliers or Add, edit and delete customers and suppliers
• Purchases - View purchases or Add, edit and delete purchases
• Reporting - View reports, Run and view financial reports or Run and view reports
• Sales - View Sales or Add, edit and delete sales
• Settings - View settings or Edit settings

Create a custom role

1. Go to your business name and select Manage users.
2. Select Roles.
   
3. Select Add role.
4. Choose a name for the role.
5. Decide whether to create a New role, or copy from previous role.
   Copy from previous allows you to select a current role then change the options you need for your new role. 
6. Choose the Product.
7. Select the permissions you want for the role.
8. Some permissions are either/or options(e.g., View or Add, edit and delete), some can be added independently (e.g., Manage business and Manage users).
9. Once you're done, select Add.

The custom role is now available for you to select for a user.

Add a role to a user

If the role is for a new user, follow the steps here >

 NOTE: You must create custom roles before you can assign them to a user. 

You can only have one role for each product.

1. Go to your business name and select Manage users.
2. Select the user you want to edit.
3. Choose Edit user.
4. Select Add another role.
   
5. Select the Product.
6. Choose the Role. 
7. Select Save.

 NOTE: The user must log out for the changes to take effect.

Edit a user's role

You can either remove a role, or give the user a different role.

 NOTE: You must create custom roles before you can assign them to a user. 

You can only have one role for each product. 

1. Go to your business name and select Manage users.
2. Select the user you want to edit.
3. Choose Edit user.
4. If you want to change or remove the role, select Remove next to the Role.
   
5. If you want to add a new or different role, select Add another role.
   
6. Select the Product.
7. Choose the Role. 
8. Select Save.

 NOTE: The user must log out for the changes to take effect.

Add the Subscription Administrator role

This role allows the user to manage subscriptions for all your businesses.

1. Go to your business name and select Manage users.
2. Select the user you want to edit.
3. Choose Edit user.
4. Select the checkbox under Subscription administrator.
   
5. Select Save.

 NOTE: The user must log out for the changes to take effect.

• Manage Users >