How access works in an agency
Access is given in two steps: first you invite the employee to the agency, then you decide which clients the person should work in. Clients are controlled individually – access to a client does not automatically grant access to the agency's own accounting.
Step 1: Invite the employee to the agency
Go to Administration → Members and click Invite person in the top left.
Enter the person's email address. If they are already registered in Catacloud, the account is linked automatically – you don't need to search for them first.
Choose Role (Member, Accountant or Administrator) and set Employee to Yes or No.
Click Invite.
The person receives the invitation by email and has to accept it. Only once the invitation is accepted does the person appear in Agency → Access control – until then you cannot give them access to clients.
The Access tab in the invitation window is only an overview – it shows which access the person gets based on role and access groups. You change the actual access with role and access groups, not per module here.
Anyone with access to the Time tracking module can register their own hours under My hours. Set Employee to Yes for the person to count as an employee in the manager views – they then appear under Employees and can be selected in Assigned to, so a manager can register and follow up their hours. See Time tracking module – how time tracking works in Catacloud.
Step 2: Give access to clients (Agency → Access control)
Go to Agency → Access control. Here you see your clients down the side and the employees across the top. Each cell shows the access an employee has to a specific client.
Click the cell where the employee and the client meet, and choose the access level:
Administrator – full access to the client.
Accountant – access to keep the accounts for the client.
Member – limited access.
No access – removes access to the client.
The screenshots show the app in Norwegian.
You can search for an employee or a client, and filter by department, to quickly find the right cell. From here you control access across all of the agency's clients – both granting and removing access.
Can't find the employee? Check that the person has accepted the invitation (see Step 1), and reload the page.
Tip: Changes to access or role may require the user to reload the page (or log in again) before they take effect.
Employee without access to the agency's own accounting
The agency's own accounting is separate from the clients. An employee can have access to one or more clients without seeing the agency's own figures – but this requires that the agency uses access groups. Here's how:
Create at least one access group under Administration → Permissions (click + New access group). See the important note below.
Invite the person with the Member role, and do not give the member an access group that opens Accounting.
Go to Agency → Access control and give access to the clients the person is to work in.
The person can then log in and work in the clients' accounting, but does not see the agency's own Accounting.
Important: If the agency has not created any access groups at all, all members get full default access – including Accounting. So create at least one access group before you rely on Accounting being hidden.
About "No access": When a module is shown as "No access" in the access overview, it means the module is hidden in the menu. A member may still keep read access to certain data – for example invoices, customers, suppliers, the chart of accounts and files – where other parts of the system display them. If access is to be tightly controlled, use access groups and grant only what is needed.
Access groups (advanced)
Under Administration → Permissions you can use access groups for more detailed control of who can do what. The feature is not enabled by default – click + New access group to start using it. Administrators and accountants keep their existing rights regardless of this.
For a full walkthrough of roles and access groups, see Access control and user permissions in Catacloud.
When should you contact us?
Contact support if an employee cannot access a client even though the cell in Access control shows the right level. Please provide the agency's name, the client's organisation number, the employee's email address and what the person cannot do.