Understanding the different roles

Accounting

• Administrator: Grants full access, including user and business management, to existing users with system manager permissions
• Full Access: Grants full product access, excluding user and business management
  • Deprecated role: The system keeps it available for existing users, but doesn’t allow assignment to new users
• Read Only: Allows users to view all areas without adding, editing, or deleting data
  
• Sales: 

  Limits access to Sales features only

   

• Standard: Provides medium-level access for daily data processing

Payroll

• Administrator: Grants full Payroll access, including user and business management
• Standard: Grants full Payroll access, excluding user and business management

Specialty Roles

• Subscription Administrator:  Allows users to manage subscriptions for all associated businesses

Custom Accounting Roles

You can create custom roles to suit the needs of the user with its 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 lets you select a current role and change its options for your new role.
6. Choose the Product.
7. Select the permissions you want for the role.
   Some permissions are View or Add, Edit, Delete while you can add others independently (for example, Manage Business and Manage Users).
8. Select Add.

Add a role to an existing user

1. Go to your business name and select Manage users.
2. Select the user.
3. Choose Edit user.
4. Select Add another role.
   
5. Select the Product.
6. Choose the Role. 
7. Select Save.
8. Advise users to sign out and sign back in to apply the changes.

If the role is for a new user, follow the article 'How to manage users'.

Edit a user's role

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.
9. Advise users to sign out and sign back in to apply the changes.

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. Select Edit user.
4. Select the User can manage subscriptions for all your businesses checkbox under Subscription administrator.
   
5. Select Save.
6. Advise users to sign out and sign back in to apply the changes.