Set what your team can access

What team permissions do

When you invite someone to your business, you decide what they may see and do. Permissions let you switch each tool on or off for a person, and set how far they can go once it is on. You might want your assistant to log money in and make appointments, but not see your reports or run payroll. This is where you set that.

You, the owner, always have full access to everything. You cannot lock yourself out. Permissions only apply to people you invited as a Member — anyone you invited as an Owner has full access too.

Before you start

• Staff logins come with the Team and Complete plans; on Solo, + Invite shows the upgrade options. Every plan, Solo included, also has one free login for your accountant — see Invite someone to your business.
• Only the owner can change permissions. Other members do not see the Permissions button.
• The person must have joined your team. For someone who hasn't accepted yet, their access is what you picked on the invite — to change it, cancel the invite and send a new one. See Invite someone to your business.

Open a person's permissions

1. Go to Team.
2. Under Members, find the person you want.
3. Tap the Permissions button next to their name.

An owner has no Permissions button, because an owner always has full access. A panel then opens headed Permissions with the person's email address. This is where you make your choices.

The quick way: pick a preset

At the top you get four ready-made choices. Most people only ever need one of these. Tap one and it sets everything for you. Your accountant's screen offers two instead: Accountant, at the top (every tool to look at, and year-end adjustments to post), and Bookkeeper (for an accountant who also does your books). The others go further than the accountant's login may — Can see everything, for one, switches on the WhatsApp bot, which the accountant's login never uses.

• Can log only — can add and change income, expenses, cash-ups, quotes, invoices, appointments, time, trips, items, stock counts, costings and customers, and open the reports for those. Can't delete anything. Everything else stays off, including Suppliers, payroll, Cash Flow, Financials, Compliance, Proof of purchase and the WhatsApp bot. A login with Money out but no Pay Run sees no names and no payslips. It sees each net wage and each advance as an amount, and PAYE, UIF and SDL as one figure per day, tax, account, payment method and ticked state (on a day with one pay run, that is one person's), all under Wages and payroll taxes, so its balances and rand totals match the owner's. Because each added-up figure counts once, a few counts differ from the owner's, to keep who was paid private (POPIA section 10): Reconciliation's rows and percent, Bank vs books, Money by method's count column, Banking's number of transactions and Accounts' number of transactions for each account. Reconciliation and Money by method say so on screen, in their PDF and in their CSV. A login that also has a report tool, such as Profit and Loss, sees the named rows, as those reports add the wages up. The payroll screens say they aren't open to that login. Tax deductions, credit notes and rate cards show only to a login that has a tool that uses them, so Can log only still reads rate cards and customer credit notes through Stock, Recipes and Invoices.
• Bookkeeper — for whoever does your books: can add, change and finish the day-to-day records (money in and out, statements, cash-ups, quotes, invoices, credit notes, supplier invoices and orders, customers and suppliers, items, stock counts, assets, appointments, time, trips, attendance and payroll — employees' bank details included) and post year-end adjustments, and can open every report, Financials and SARS to look. Never approves anything or marks a return filed, and deletes nothing beyond taking back their own entry the same day or dismissing a pay run sent back to them. The WhatsApp bot stays off.
• Can see everything — can open and check any tool or report, but can't add, edit, delete or approve anything.
• Full control (manager) — every tool at Full, deleting included. They are still a Member: only an owner can invite people, change permissions or Safeguards, edit Business details, pay for or cancel the plan, delete the business's records, or see the whole team's Audit Log (your accountant sees it too, for the tools they can open). Only give this to someone you fully trust.

1. Tap the preset you want. A tick appears on it.
2. Tap Save permissions.
3. The panel closes on its own once it saves. You can also tap Back to team.

The detailed way: set each tool yourself

If a preset is close but not quite right, you can fine-tune it. Tap Customize per tool instead, near the bottom, to open the advanced options.

The tools are grouped into categories: Price List, Contacts, Sales, Purchases, Scheduling System, Payroll, Money, Stock & Assets, Financials and Compliance — the same groups as your Tools menu, with one row for each tile there, in the same order and under the same names. Banking has three rows under it — Money in, Money out and Import Statement — so someone can log money in without logging money out, and SARS has its four returns under it: VAT201, EMP201, Provisional Tax and Annual Return. The WhatsApp bot isn't on the Tools menu, so it has a switch of its own below the categories. Credit Notes and Repeating Invoices (and their supplier twins) have rows of their own; raising or approving a credit note also needs edit on Invoices, because it changes what the invoice owes, and creating an invoice from a repeat needs edit on Invoices too. Each category shows how many of its tools are switched on.

1. Tap a category row to expand it and see the tools inside.
2. Tap the level badge on the right of a tool to open the Set access level choices.
3. Choose a level (explained below). It saves back into the list straight away.
4. Repeat for any other tools you want to change.
5. When you are done, tap Save permissions, then Back to team.

What the access levels mean

For each tool you can pick one of five levels:

• No access — the tool is hidden. The person cannot see it at all.
• View — read-only. They can open it and see the data, but cannot change anything.
• Edit — they can create and change records, but cannot delete.
• Approve — they can approve pay runs and, when a Safeguard below asks for it, credit notes, purchase orders and big supplier payments.
• Full — complete access: create, edit, approve and delete.

Each level builds on the one before it, so Full can do everything and No access can do nothing.

The Safeguards controls — requiring approval for credit notes and purchase orders, and the big-payment approval limit — live at the bottom of this same Team & Permissions page (they used to sit under Business details). They pair naturally with the access levels: a Safeguard decides WHEN sign-off is needed, and the Approve level decides WHO may give it. The owner can also send any member who isn't an owner a password-reset email with Reset password on their row here — handy when someone is locked out.

Good to know