Roles and permissions
The six roles, what each one can change, and the rules that keep every organization with an owner.
Every member of an organization has one role, and the role decides what they can change. Everyone in an organization can see its documents, customers, products and settings; roles only differ in what each person can create, edit or manage.
The six roles#
| Role | Typically for |
|---|---|
| Owner | The person responsible for the organization. Every organization always has at least one. |
| Admin | Someone who runs the account day to day: settings, team and everything else. |
| Accountant | Finance staff who record payments and look after taxes. |
| Sales | Staff who look after customers and the product catalogue and write documents. |
| Operations | Staff who prepare documents, such as delivery notes, without touching customers or money. |
| Viewer | Anyone who needs to look but never change anything: an auditor, an investor, a new starter. |
What each role can do#
| Owner | Admin | Accountant | Sales | Operations | Viewer | |
|---|---|---|---|---|---|---|
| View and search documents | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
| Create, edit, send and discard documents | ✓ | ✓ | ✓ | ✓ | ✓ | |
| Schedule sends, set up recurring invoices, and pause, snooze or send reminders for an invoice | ✓ | ✓ | ✓ | ✓ | ✓ | |
| Add and edit customers, contacts and addresses, and set a customer's reminder setting | ✓ | ✓ | ✓ | |||
| Add and edit products | ✓ | ✓ | ✓ | |||
| Record, edit and delete payments | ✓ | ✓ | ✓ | |||
| Write off an invoice's balance and reverse a write-off | ✓ | ✓ | ✓ | |||
| View reports, save views and export | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
| Choose the salesperson on a draft | ✓ | ✓ | ✓ | ✓ | ✓ | |
| Change the salesperson on an issued document | ✓ | ✓ | ||||
| Add and change taxes | ✓ | ✓ | ✓ | |||
| Change organization settings, numbering, terms, payment reminder settings, default templates and brand | ✓ | ✓ | ||||
| Send documents for signature, remind, void and duplicate your requests | ✓ | ✓ | ✓ | ✓ | ✓ | |
| See every signing request in the organization | ✓ | ✓ | ||||
| Sign what is sent to you | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
| Manage shared signatures | ✓ | ✓ | ||||
| Invite members and change roles | ✓ | ✓ |
A few rules sit on top of the table:
- Only an owner can make someone an owner, or change an owner's role.
- The last owner cannot be demoted. Make someone else an owner first.
- Every role can open Settings, but pages a role cannot change are read-only for them.
- A send someone scheduled is theirs: if they can no longer send documents when its time comes, it waits for a member who can to confirm it. Recurring invoices and reminders belong to the organization and carry on when the person who set them up leaves.
- Writing off a balance is its own permission. Being able to edit documents or record payments does not include it.
- Settings › Security is personal: each member manages their own password and two-factor authentication, whatever their role.
If you try something your role does not allow, Bookmaker says which permission is missing, for example "Your role does not have permission for: payments:write". Ask an owner or admin to change your role if you need it.
Changing a role#
Owners and admins change roles on Settings › Team. Invite your team walks through inviting members and changing roles, and the change takes effect on the member's next page load.
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