To invite a new user -
Click Settings, Business settings, User management. -
Click Invite User. -
Enter the user's email address. -
To grant full access, select the System Manager checkbox. -
Choose a role from the Role list:
Full Access | The user has access to all options. | Read Only | The user can view data but not enter or change any details. | Restricted Access | The user can enter quotes, invoices, credit notes, payments, and receipts. By default, a restricted user can’t edit, delete, or void transactions and can’t access the Adjustments or Settings areas. | No Access | The user can’t access any features. | Custom | This appears automatically if you select varying access levels for different features. For example, you can grant a user full access to Sales but no access to Banking. | With Full Access, you can: - Change business and financial settings
- Enter journals and make corrections
- Reconcile a bank account
- View management reports
- Access bank records
- View bank balances
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To customize access, click Advanced Permissions and set access levels per feature. -
Click Save. The system sends an activation email. -
After signing in, the user creates a password and selects security questions. -
A checkmark appears in the Activated column once the user activates their account. To edit an existing user - Click Settings, Business settings, User management.
- In the Customize section, click User Management.
- Select the user to edit.
- Adjust permissions and click Save.
Advanced Permissions Sales Read only | View entries only. | Restricted access | Enter invoices and credit notes; edit or delete drafts only. | Full access | Same as Restricted, plus edit or void invoices and credit notes. | Restrictions - To record a payment on an invoice, the user must have either Restricted access or Full access to Banking
- Users with No access or Read-only access to Contacts can select a contact when creating an invoice or credit note
- They can manually override the address but doing so doesn’t change the contact's saved address
- Users can select products or services for an invoice or credit note, but they can’t create new records from the invoice
Expenses Read only | The user can view but can’t edit entries. | Restricted access | The user can: - Enter but can’t void invoices and credit notes.
- Edit or delete only draft invoices.
| Full access | The user has the same permissions as Restricted access and the user can edit or void invoices and credit notes. | Restrictions - To record payments, users need Restricted or Full Access to Banking
- Users with limited Contacts access can select but not update contact details
- Users can select products/services but can’t create new records
Contacts Read only | View contact details. | Restricted access | Add or edit contact details. | Full access | Same as Restricted, plus send statements and delete contacts. | NOTE: Regardless of role or permission settings, you can’t delete a contact who has transactions. Restrictions - Can’t delete contacts with transactions
- Users with no access to Sales, Expenses, or Banking can view activity but not transaction details
Products and Services Read only | The user can view: - All (stock and non-stock type) product records
- All service records
- The Category list
- Existing stock adjustments
| Restricted access | The user can: - Enter and edit all (stock and non-stock type) product records, but can’t delete them or edit prices
- Enter and edit all service records, but can’t delete them or edit prices
- Enter, edit, and delete categories
- Create new stock adjustments
| Full access | The user can: - Enter, edit and delete all (stock and non-stock type) product records
- Enter, edit and delete all service records
- Edit prices
- Enter, edit and delete categories
- Create and edit stock adjustments
| Restrictions Access to other areas doesn’t affect this section. Bank Read only | View entries only. | Restricted access | Enter payments, receipts, and transfers. | Full access | The user can: - Enter payments, receipts, and bank transfers
- Reconcile bank accounts
- Pay into the bank from the cash account
- Access bank records
- View bank account balances
| Restrictions If users can’t access: - Limited access to Sales, Expenses, or Adjustments restricts transaction visibility.
- Limited Contacts access allows selection but not viewing of contact records.
Adjustments Read only | View journals and corrections. | Restricted access | No access. | Full access | Full control over journals and corrections. | Restrictions Access levels to other areas have no effect. Reporting Read only | View all reports. | Restricted access | View customer/vendor reports based on access. | Full access | View all reports. | Restrictions To view: - To view Management Reports, users need Read Only or Full Access
- To view Customer Reports, users need access to Sales
- To view Vendor Reports, users need access to Expenses
Settings Read only | View all settings except User Settings. | Restricted access | No access. | Full access | System Managers can modify all settings except Service and Billing; others can only edit User Settings. | Restrictions Only the business owner can edit all settings. |