Inviting users and managing roles
Users are managed under Administration → User access. Click Invite person to add a new user. Invited users are shown with the status Invited until they have logged in – you can resend the invitation with Resend.
Each user has a role:
Administrator – full access, including managing users and settings.
Accountant – access to all business modules and Administration, but not full administrator access (see below).
Member – standard access to the business modules. Access can be restricted using access groups (see below).
What can an accountant do?
An accountant has access to all standard business modules (Invoicing, Accounting, Bank, Customers, Suppliers, Products, Files, Contacts) as well as Modules and integrations.
In addition, the accountant has access to Administration with the following sub-menus:
User access – invite new users, view and manage members and permissions/access groups
Company settings – company details, departments and tags
Module settings – invoicing, accounting, bank and file storage
Payment and Data transfer
The accountant cannot change the role of existing users to Administrator, and does not have access to all administrative functions that are only available to Administrators.
What can a member without an access group do?
A member who is not placed in an access group gets broad default access to the company. The member can view and use the following modules:
Invoicing – create and manage invoices
Accounting – voucher inbox, attestation, voucher overview, chart of accounts and reports (general ledger, accounts receivable, accounts payable, trial balance, profit and loss, balance sheet, VAT return)
Bank
Customers
Suppliers
Products
Budget
Files
Contacts
Approvals
The member does not have access to Administration or Modules and integrations.
Access groups
If you want to restrict what a member can see and do, you use access groups. Access groups let you define exactly which modules and functions a user should have access to – and replace the default access described above.
Access groups are managed under Administration → User access → Permissions. Here you get an overview of existing access groups and the option to create new ones.
How to create a new access group
Go to Administration → User access → Permissions.
Click New access group and give it a name.
Under the Access tab you specify exactly what level of access the group should have. A detailed menu appears giving you full control over which views and functions are available.
Under the Members tab you tick the members who should be part of the access group.
Click Save group when you're done.
You can also add members to an access group by dragging them into the access group directly from the member overview.
Giving an auditor access
To give an auditor access without granting full administrator access:
Invite the auditor as a Member via Invite person.
Create an access group that only grants access to views (read access), without editing rights.
Add the auditor to this group – either via the Members tab or by dragging the user into the group.
That way the auditor can see what's needed, but cannot make changes to the accounts.
Changing login details (email, phone and 2FA)
If you need to change login information, we have dedicated guides:
Change the email address or phone number on the account
Changing phone: move or reset 2FA
When should you contact us?
You manage roles and access groups yourselves as administrators or accountants. Changing the account email, phone number and resetting 2FA are things we do for you – see the two guides above.