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 income 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 the other people you have invited.
Before you start
- Team logins are on the Team and Complete plans. On Solo the Invite button shows a lock and opens the upgrade options instead.
- Only the owner can change permissions. Other members do not see the Permissions button.
- The person must already be on your team, or invited. See Invite someone to your business to add them first.
Open a person's permissions
- Go to Team.
- Under Members, find the person you want.
- Tap the Permissions button next to their name.
The owner has no Permissions button, because the owner always has full access. A panel then opens headed Permissions with the person's name. This is where you make your choices.
The quick way: pick a preset
At the top you get three ready-made choices. Most people only ever need one of these. Tap one and it sets everything for you.
- Can log only — can add income, expenses, quotes and appointments day to day. Can't see reports, delete anything, or run payroll.
- Can see everything — can open and check any tool or report, but can't add, edit, delete or approve anything.
- Full control (manager) — complete access, the same as the owner. Only give this to someone you fully trust.
- Tap the preset you want. A tick appears on it.
- Tap Save permissions.
- 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, Compliance and Financials. Each category shows how many of its tools are switched on.
- Tap a category row to expand it and see the tools inside.
- Tap the level badge on the right of a tool to open the Set access level choices.
- Choose a level (explained below). It saves back into the list straight away.
- Repeat for any other tools you want to change.
- 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 sign off and finalise records, such as pay runs and invoices.
- 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 a password-reset email from their row here — handy when someone is locked out.