Members, roles and teams · How-to
Set up roles and permissions
Use the four ready-made roles or build your own: choose what each role may do in every module and whose records it sees.
Open Roles & permissions
Open Settings › Roles & permissions. The roles are listed with how many members hold each; the chosen role’s permissions are beside them.
Know the ready-made roles
Five roles come with every workspace, and they cannot be edited:
- Owner: everything, including billing and workspace settings.
- Admin: every module and running the workspace; sees payroll.
- Manager: every module and every record except payroll; cannot run the workspace.
- Member: their own and their team’s records in the everyday modules. No payroll, no exports, and they cannot delete invoices or orders.
- Finance: reads and exports invoices, reports and payroll, and reads people and stock; no calendar, no clients, no changes. One member with this role is free and does not count against your licence.
Make your own role
Press “New role”, give it a “Name”, a “Description” and a “Color”, and press “Create role”. Or press the copy button beside any role, the ready-made ones included, and adjust the copy — easier than starting from nothing.
Tick what the role may do
For each module, tick “View”, “Create”, “Edit”, “Delete”, “Export” and “Settings”. Export is separate from View on purpose: seeing a list does not mean taking it away as a file.
Choose whose records it sees
Under “Record scope”, choose “All records”, “Own team”, “Own only”, “None” or, in modules that know about places, “Own place”. A record outside someone’s scope does not exist for them: it is not in their lists or their search. Modules where records have no owner show “Not scopeable”.
Review and save
A bar at the bottom counts your changes and how many members they affect. Press “Save changes”, or “Discard” to start again.
Delete a role you made
Press the bin beside the role. If members hold it, the dialog says how many and asks which role to move them to under “Move them to”; then press “Delete role”. They move fully: from then on their access is the new role’s. Owner is not offered — ownership is handed over with “Transfer ownership”, not by deleting a role. Deleting a role cannot be undone.
Common questions
- Can I give one person an extra permission without a new role?
Yes. Open the person in Settings › Members and add an override under “Overrides”.
- Can I delete a role that members still hold?
Yes, if it is one you made: the dialog asks which role to move them to — any role but Owner — and they get that role’s access. The four ready-made roles cannot be deleted, so they have no bin; copy one instead and adjust the copy.
- Can I edit roles on the phone?
Yes: Roles & permissions creates, edits, duplicates and deletes roles, moving a deleted role’s members to another. On a phone the permissions are a list of modules, each with its switches and scope; on an iPad, a grid of modules and actions. A bar counts your changes, with Save and Discard. A member’s role changes at once from their sheet, and only an owner changes an owner.
Read next
Change someone’s role or access
Give a member a different role, grant or take away one permission just for them, and check what they can actually do.
Group people into teams
Create teams so that a role limited to its own team sees the whole team’s work, and so invitations can place newcomers straight into them.
Invite people to your workspace
Send email invitations, choose each newcomer’s role and teams before they join, and see or revoke the invitations still waiting.
Payroll: pay worked out from what actually happened
Build each month's pay from people's pay schemes, hours, sales and leave, check it by day or by month, then approve it and record it as paid.
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