Roles and permissions
Make your own roles - for example a billing clerk who can make invoices and bills but not see the books, or a staff member who can't cancel invoices.
Accounting comes with three roles: Admin, Accountant and Staff. When none of them fits a job, make your own role.
Professional plan and above.
Make a role
- Go to Settings › Roles & permissions. You can also get there from Settings › Users.
- Click New role, or click Make a copy under Accountant or Staff to start from it.
- Give the role a name, such as Billing clerk.
- Under Copy ticks from, choose a role and click Copy, then change what you need.
- Tick what the role can do in each area: View, Create, Edit, Cancel, Delete, Export and the area's own rights. Ticking any right also ticks View, and clearing View clears the row.
- Under Everything not in this list works like, choose Accountant or Staff.
- Click Save role.
Give it to people
- Go to Settings › Users and click Change Role under the person.
- Choose the role under Custom roles and save.
It applies from their next click. A person who hasn't accepted their invitation yet gets a built-in role first; give the custom role once they've joined. Admins and the business owner can't have a custom role.
What the areas cover
| Group | Areas |
|---|---|
| Sales | Invoices, estimates, sale orders, delivery challans, credit notes, payments in |
| Purchases | Purchase bills, purchase orders, debit notes, payments out, expenses, recurring invoices, bills and expenses |
| Parties and items | Customers and suppliers, items, stock adjustments |
| Accountant | Cash and bank, bank reconciliation, journal entries and chart of accounts, currency revaluation, online payments and payouts, POS sales in the books |
| Reports and data | Reports, financial statements and tax returns, import and export |
Good to know
- Users, business settings, the plan and the audit trail always stay with Admins.
- The menu, quick create, the phone menu and Home show only what the role can open. A role without purchases sees the sales dashboard, as Staff does.
- PDFs and emails your other Ellibo apps make from these books aren't affected by roles.
- When you delete a role, its people keep working as its base role.
- If your plan drops below Professional, or the trial ends, custom roles keep working, but only within their base role. Extra rights pause, and anything the role takes away stays away. Nothing is deleted, and upgrading brings everything back.