12. Team and access

Module: User Management. Included in every plan. Visible to the owner and company admins.

The model in three sentences

• A person is an account with an e-mail address. It exists exactly once, even if they work in several companies.
• A membership connects a person to a company and carries their access level there. The same person can be the owner of company A and a guest in company B.
• Ownership is a property of its own, not a role. There is exactly one owner per company, and ownership is transferred, not assigned.

RBAC in plain words

RBAC means role-based access control. You grant one role, and the role already knows what is allowed. You do not tick fifty boxes per person.

The role takes effect in three places at once, with the same result:

1. In the sidebar, only permitted modules appear.
2. On the pages, actions that are not permitted are greyed out.
3. In the server, a request that is not permitted is refused — even if someone types the address directly.

The six access levels

Level	May, in essence
Company Owner	everything, including deleting the company and transferring ownership
Company Admin	everything except ownership: members, settings, all modules
Power User	create and edit documents and master data, produce and validate e-invoices, edit templates, maintain the numbering. No deleting of master data, no team management.
Standard User	work with invoices, customers, products and services, including deleting and finalising. No team management, no audit log.
Auditor	read only across all business data, plus access to the audit log and e-invoice validation
Guest	read only, and only invoices and quotations

Tip

For a temporary helper who should only write invoices, Standard User is right. For your tax adviser, Auditor is the starting point: they read all business data and the audit log without being able to change anything.

Important

By default an Auditor does not see the bookkeeping. If your tax adviser needs the journal, the VAT return or the DATEV export, additionally grant Bookkeeping → list and Bookkeeping → export under Permissions on their row — both read-only, without posting or reversing. The section Granting individual rights below shows how.

Adding someone

There are two routes, and the difference is who sets the password.

Route A — Invite by e-mail (recommended)

User Management → Invite by e-mail. Enter the address, choose the access level, send.

The person receives an invitation with a link valid for seven days. They open it, enter their name, set their own password, and are then in the company at the intended level. If the account already exists, it is simply added to the company.

The advantage: you never know your colleague's password.

Open invitations appear below the table. There you can resend them (which mints a fresh link) or revoke them — the old link becomes worthless immediately.

Route B — Create directly

+ Create user. Name, e-mail and access level. You can set a password or have the activation e-mail sent. Useful when you are setting up an account for someone sitting next to you.

Changing an access level

Edit on the row, change the position, save. The new level applies at once — the person sees a different sidebar on their next click.

Note

You cannot change your own level, and you cannot remove yourself. Otherwise it would be possible to lock yourself out of your own company by accident.

Granting individual rights

Sometimes no role fits exactly. A standard user should be allowed to read the audit log just this once; a power user should not be able to delete certain data.

Permissions on the row opens the rights tree: module → area → action. What is ticked is what the person may do. Anything differing from their role is marked as a grant or a denial.

Only the difference from the role is stored. That has a pleasant consequence: if you later change the role, the change still flows through to everything the person has not explicitly overridden.

A denial always wins — even against the role.

Important

The owner's rights cannot be trimmed. If you want to restrict the owner, change their access level; ownership itself stays untouched.

Transferring ownership

Only the current owner can hand it on: Make owner on the row of the future owner.

In one step:

• the new person becomes the owner with the level Company Owner,
• the previous owner becomes Company Admin and keeps full access to the daily work,
• any individual rights on the new owner are cleared.

Important

After the transfer only the new owner can give it back. That is deliberate — otherwise it would not be a transfer.

Excluding someone, temporarily or for good

• Deactivate — the account stays, sign-in is blocked. Reversible at any time.
• Remove — the membership in this company ends. The person's account and their membership of other companies are untouched.
• Reset password — sends an e-mail through which the person sets a new password. You do not learn it.

The audit log

Module: Audit Logs. Visible to the owner, company admins and auditors.

What is recorded is what counts: sign-in, failed sign-in, sign-out, creating, changing and deleting documents and master data, finalising, dispatch, role changes, permission changes, invitations, ownership transfer, settings, payments, exports.

Every entry carries the time, the person, the action, the module, the affected record, the IP address and the details of the change.

You can filter by person, action, module and period, and export the selection as CSV — for your own records or an audit.

Note

The log outlives what it describes. When a user or a company is deleted the entries remain and are merely detached from the deleted record. A history that disappears along with the thing it recorded would be no history at all.