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Users and Roles

Inviting somebody into Finance, building the role that decides what they may open, and the custom fields on a user preference.

Access to Finance is granted in two pieces: a user is somebody who can sign in, and a role is the list of things they may do once they are in. Access Finance explains how roles behave across apps; this page is the screen that edits them.

Go to SettingsFinanceUsers & Roles. Three tabs: Users, Roles and User Preferences.

Users

The people who can open Finance, with the role each of them holds.

  1. Go to Settings, Finance, Users & Roles.

  2. Select Invite User.

  3. Enter their first name, last name and work email address.

  4. Choose a role.

    The roles offered are the ones on the Roles tab. Somebody invited with no role signs in and finds an empty menu.

  5. Select Invite User to send the invitation.

    They join the workspace by following the link in the email.

The three-dot menu on a row edits the person's name and role, or makes them inactive. An inactive user keeps their history and stops being able to sign in.

Roles

A role has a name, a description, and a permission for everything Finance can do.

The Roles tab of Users & Roles, headed Roles above the line Define roles and the permissions granted to users assigned to them, with a blue Role button at the right. A table has columns ROLE, SCOPE, DESCRIPTION and ACTIONS. Finance Admin carries an Admin badge and a System badge, scope Finance, described as Full administrative access to the Finance app. Finance Member carries a System badge, scope Finance, described as Day-to-day Finance operations. Platform Admin carries Admin and System badges, scope Platform-wide, described as Full administrative access.
Scope is the column that matters: a Finance role says nothing about any other app.
The role form on the Roles tab
FieldWhat it does
Role nameRequiredWhat the role is called, such as Sales Manager. It is what the Users tab offers when somebody is invited.
DescriptionWhat the role is for, in your own words. It shows on the Roles list.
PermissionsOne row per module, set to No Access or to the actions the role may take. Full access and No access set every row at once.
ReportsWhich reports the role may run, granted the same way. All reports is the shortcut.
SettingsWhich settings sections the role may change. All settings is the shortcut.

System roles are marked as such on the list and are not editable. Build your own beside them rather than trying to bend one.

User Preferences

Custom fields on the user preference record, added the same way custom fields are added anywhere in Finance. It is a field-customisation screen, not a second place to manage people.

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