Permissions by role
Organization → Staff Access → By role shows one role at a time with a tick for each permission.
Staff access by role | Product guide
Decide what each role in your business can do. A change to a role applies to every user with that role; one-off exceptions can still be given to a single person.
What you can do
One save for the whole team
Saving a role updates every user who has that role, so you do not need to edit people one by one.
Exceptions for one person
By user (exceptions) gives or removes a permission for a single user on top of their role.
Reset and locks
Reset to standard returns a role to the built-in permissions. The owner always has full access, and you cannot change roles at or above your own.
Step-by-step
Set access for roles first; use per-user exceptions only when one person really needs something different.
Open Staff Access
Go to Organization → Staff Access with an account that is allowed to manage staff.
Choose a role
Keep the By role tab selected and pick the role, for example Manager or Salesman. The screen shows how many users have it.
Tick the permissions
Turn permissions on or off. Icons show whether each one applies to the web app, the mobile app or both.
Save for everyone with the role
Select Save. The change applies to all users with that role.
Give one person an exception
Switch to By user (exceptions), choose the user, change only the permission they need and save.
When to use it
- Letting all salesmen create invoices but not see profit reports
- Giving the accountant access to Accounts and GST reports
- Allowing one trusted manager to reset outstanding balances
Tips
- Change the role when the rule should apply to everybody in that job.
- Review By user exceptions from time to time and remove ones that are no longer needed.
Common mistakes
- Editing each user separately instead of the role, which leaves people with different access by accident.
- Expecting a role change to remove an exception you set earlier under By user for a different permission.
Frequently asked questions
Does a role change affect users who already have that role?
Yes. Saving a role applies to every user with that role. Only permissions you changed are updated.
Why is a page or keyboard shortcut missing for a staff member?
Menu items and shortcuts are shown only when the user's role (or their exception) allows that page.
Can I change the owner's permissions?
No. The owner always has full access. To hand over the business, transfer ownership.