Invite users and assign roles safely

Invite a team member by email or a temporary password, give them the least access they need, and know what each role can and cannot do.

Give every person their own login, with only the access they need. Never share the owner's password.

The roles

  • Owner: the business owner. The only one who can give someone the Admin role.
  • Admin: full access to all areas including user management. Can override a credit block, delete invoices, close a financial year and use the Recycle Bin.
  • Accountant: views invoices, reports, ledgers and GST. Can post payments and journals, reconcile the bank and generate GST returns. Cannot create invoices.
  • Salesman: creates invoices and parties, uses Quick Sale and views products. Cannot delete, or change stock.
  • Inventory Manager: creates and edits products, makes stock adjustments, audits stock and creates purchase invoices. Cannot create sales invoices.
  • Viewer: read-only. This is the default for new sign-ups.
The Finance role is not a staff role. It is a special role the owner can grant to give access to the owner's monetization pages. You will not need it for normal team access.

Invite one person

  1. Go to Settings & Admin > Admin Dashboard and open Users & Roles. You must be online and signed in as an administrator.
  2. Tap Invite user.
  3. Type their Email. Add their Full name if you want (optional).
  4. Choose the Method: Send email invite (user sets password), or Set temporary password. For the second, type a temporary password of at least 8 characters, or tap the wand button to generate one. Share the password with the person safely, not in a public chat.
  5. Under Roles, tick the role. Give the least access that still lets the person do their job.
  6. Tap Invite at the bottom of the window to confirm. Cancel closes it.

Invite several people

  1. Tap Bulk invite.
  2. Paste the Emails, one per line.
  3. Choose the Roles for everyone.
  4. Tap Generate invites. The results table shows each email, its Status and a Temp password where one was made. A row marked Failed needs a retry. Tap Close when done.

Change someone's role

  1. In Users & Roles, find the person. Use the search box if the list is long, and Load more members to see more.
  2. Change their role in the Roles column.
  3. Tap Save. If they have not accepted yet, you can tap Resend to send the invite again.

A simple list of who is on your company is also on Settings & Admin > Settings > Users under Team Members.

Check before you roll out

  1. Sign in as the new person on their own phone, or ask them to, and try their daily job.
  2. Check that they can see what they need and cannot open what they should not.
  3. Review everyone's access when duties change, and when someone leaves.
Only the owner can grant Admin or Owner. Do not make staff Admins just to avoid permission errors. Admins can override credit blocks and delete invoices.