Accountants, roles and invitations

Everyone who works in your firm is a staff member with a firm role and, usually, an office. The firm role decides what they may do in the firm's own screens and which clients they reach without being assigned. What they can do inside a client's books depends on their role in that client. Both are explained below.

Your accountants#

Open Firm › Accountants. The list shows each person with their Firm role and office, the companies they look after, how many of those need attention, their overdue filings, the questions they asked Vera this month, when they were last active and their Status.

• 1 Invite accountant opens the invitation.
• 2 Search by name, e-mail or job title, or filter by Office, Firm role and Status (Active, Suspended or All).
• 3 View as opens Verasol the way that person sees it (see below). The arrow at the end of the row opens the person's page.

Invitations that have not been accepted yet are listed under Invitations waiting.

Invite an accountant#

Firm admins can invite anyone. Partners invite managers, accountants, junior accountants and viewers, into their own office.

1. Click Invite accountant (or Firm › Invitations, then Invite staff).
2. Enter the person's E-mail and Name.
3. Choose their Firm role and their Office, or Whole firm. A line under the fields says what the role may do.
4. Optionally, under First clients (optional), click Add a client for each client they will work on, and choose their role in it.
5. Click Send invitation.

1 E-mail, 2 Firm role, 3 Office, 4 Add a client, 5 Send invitation.

Verasol e-mails the invitation. It is valid for 14 days. If the e-mail could not be sent, Verasol says so; use Send again later.

Follow your invitations#

Firm › Invitations lists every invitation with its firm role, office, the number of first clients, who sent it and when it expires.

• 1 Invite staff sends a new invitation.
• 2 Send again sends a new link with 14 more days, for an invitation that is waiting or has expired.
• 3 Cancel withdraws an invitation that is waiting.

The status is Sent, Accepted, Cancelled or Expired.

What the invited person does#

The person opens the link in the e-mail.

• Someone new to Verasol enters their First name, Last name and a password of at least 8 characters, and clicks Join the firm.
• Someone who already has a Verasol account with that e-mail signs in first, opens the link again and clicks Join the firm.
• If your firm signs in with single sign-on, they sign in with their work account (see Firm security).

They land on the practice dashboard with the clients they were given. A link that has expired, was cancelled or was used already shows "This invitation can't be used": send the invitation again.

Firm roles#

Open Firm › Firm settings, then Roles, to see this for your firm. Under Firm roles, a firm admin can click Change on any role except Firm admin (which is fixed) to set:

• Which clients does this firm role reach? Every client of the firm, The clients of their own office (all clients when they have no office), or Only the clients they are assigned to.
• Role in those clients: the role they get in the clients they reach by this rule. Owner is not offered here, nor in assignments: in the firm's clients only the firm admins are owners, so only they change a client's company settings.
• Role suggested when assigning: the role offered first when someone with this firm role is assigned to a client.

Roles inside a client#

Under Roles inside a client, the page lists the roles a person can have in a client's books, with what each may see and do: Owner, Engagement manager, Accountant, Junior accountant, Employee and Viewer (read only). A firm admin can add the firm's own roles with Add firm role: a Name, a Description and the Permissions, area by area. Such a role can only be used in the firm's clients. A role that someone still has cannot be deleted; give those people another role first.

A staff member's page#

Click a person's name (or the arrow on their row). The page shows the clients they can open, with their role, how they got it (Assigned, By firm rule) and whether they are the Primary person for the client.

• 1 View as opens Verasol as they see it.
• 2 Change role or office changes their Firm role, Office and Job title. Their access to clients is updated at once from the firm's rules.
• 3 Suspend takes away their access to every client of the firm and signs them out everywhere, until you Reactivate them.
• 4 Offboard is for someone who leaves the firm: all their access to the firm's clients is removed, including access they had before, and they are signed out. The audit trail keeps their history.
• 5 Assign to a client gives them a client; Change and Who has access on each row change an assignment or show everyone on that client.

Suspending and offboarding ask for a Reason. If the person was the primary contact for some clients, the page lists them so you can choose someone else for each.

View the app as a staff member#

View as opens Verasol exactly as one of your staff sees it: their companies, menus, dashboards and the work waiting for them. Use it to check someone's work or to see why they cannot find something.

• It is view only: nothing can be changed, so every entry in the books keeps the name of the person who really made it. To change something, open the client as yourself. Vera is not available during the view: she comes back when you return to your own account.
• A banner says "You are viewing Verasol as" the person. Back to my account ends the view; it also ends by itself after 60 minutes.
• Firm admins can view anyone below their own firm role; partners, the staff of their office below them. The start and end of each view are recorded in the audit trail.

Related#

• The firm portal
• Who works on what
• Client companies
• Firm security
• Firm settings and offices