Your team and their permissions
Invite colleagues to your companies, give each person a role, change it later, make your own roles, and see exactly what each permission allows.
Everyone who works in a company in Verasol has their own login and a role in that company. The role decides which pages they see and what they may do there. The company owner manages the team; Verasol checks every action against the person's role, whether they work on a screen or ask Vera.
Open Team & Permissions#
Click Team & Permissions at the bottom of the main menu, or open Settings › Team & permissions. Only the company owner sees this page.
- 1 Invite Employee invites someone.
- 2 Active Users lists everyone who works in the company, with their Role. The Permissions column shows The role's permissions when the person has their role's permissions, or their own list. Under Actions, 3 the first button (Change role) changes the person's role, and the red button removes them from the company.
- 4 Invitations lists the invitations that have not been accepted yet, with their role and the date until which they are valid.
- 5 New Role makes your own role. Under Roles you see every role you can give, with what each one may do.
Invite someone#
Inviting people, changing their role and managing roles is for the account owner: the person who holds the Verasol account and owns its companies.
- Click Invite Employee.
- Enter the person's Email 1 and, if you like, their name.
- Under Companies 2, tick each company they should work in. One invitation can cover several of your companies.
- Choose their Role 3. Every role except Owner can be given; Employee is filled in.
- Leave the Permissions 4 switches off to give the person their role's permissions. Switch some on only if this person needs a different set: the switches you turn on replace the role's permissions for them.
- Click Send Invite 5.
Verasol then does one of two things:
- When the person is new to your team, Verasol e-mails them a link, valid for 7 days, and says "Invitation sent to" their address. The e-mail is in your language (the one you chose in Verasol, English or Arabic). It names the companies, the role and what it allows. When they open the link, they choose a password and join: see Accept an invitation. Until then, the invitation waits under Invitations.
- When the person already works in another of your companies, Verasol adds them straight away, with the role you chose, and says so. They get no e-mail and do not need to accept.
An e-mail address that belongs to another Verasol account cannot be added; ask the person for another address.
For an invitation that waits:
- Send again sends a new link, valid for 7 days from now. The old link stops working.
- Cancel withdraws the invitation.
- An invitation that passed its date is marked Expired. Send it again, or click Remove.
Roles#
Each company comes with these roles. They are marked System and cannot be changed or deleted.
| Role | For | What it may do |
|---|---|---|
| Owner | The company owner | Everything, including the team, the company settings and the modules. |
| Manager | Someone who runs the books and the client relationship | Everything in sales, purchases, payments, banking, accounting, tax, HR, payroll, inventory and fixed assets, plus reports and the AI assistant. No company settings: they stay with the owner. |
| Accountant | The bookkeeper or accountant | The same as Manager, but HR only to view. |
| Junior accountant | Someone who prepares documents | Prepare sales and purchase documents; view payments, banking, the journal, reports, tax, inventory and fixed assets; use the AI assistant. No payments, journal entries, payroll or HR. |
| Employee | Staff who invoice and record bills | Create, edit and send sales documents; create and edit purchase documents; view reports, banking and tax; use the AI assistant. |
| View only | Someone who only reads | View sales, purchases, payments, banking, the journal, reports, tax, inventory and fixed assets; use the AI assistant. No changes, no payroll or HR. |
Make your own role#
When none of the roles fits, make your own.
- Click New Role.
- Enter a System name 1, a short name in lower case that is unique in your account (names such as owner, manager or viewer are kept for the roles above), and a Display name 2, the name people see.
- Add a Description if you like.
- Tick the permissions the role holds 3. A role needs at least one.
- Click Create 4.
Your own roles can be changed with Edit and deleted with Delete. When you change a role, the change applies at once to everyone who holds it, except people who have their own permission list. A role cannot be deleted while a team member holds it or an open invitation gives it: give them another role, or cancel the invitation, first.
The permissions#
These are the permissions as the Role window shows them. The Invite Employee window shows the same permissions with longer names. A permission to manage something also allows viewing it.
| Permission | What it allows |
|---|---|
| Sales (view) | See invoices, quotes, credit notes, sales orders, delivery notes, customers and items. |
| Sales (create) | Create invoices, quotes, customers, credit notes and sales orders; deliver and invoice a sales order. |
| Sales (edit) | Change those documents while they can still be changed. |
| Sales (send) | E-mail invoices and sales orders to customers. |
| Sales (cancel/delete) | Delete or cancel sales documents. |
| Purchases (view) | See bills, vendors, expenses, purchase orders and goods receipts. |
| Purchases (create) | Create bills, vendors, expenses and purchase orders; receive and bill a purchase order. |
| Purchases (edit) | Change those documents. |
| Purchases (approve orders) | Approve purchase orders. |
| Purchases (cancel/delete) | Delete or cancel bills, purchase orders and goods receipts. |
| Payments (view) | See payments, and the customers, vendors and bills they belong to. |
| Payments (record/void) | Record and void payments, and print cheques. |
| Banking (view) | See bank statements, reconciliation, transfers and balances. |
| Banking (manage) | Manage bank accounts, statements, reconciliation and transfers. |
| Journal (view) | See journal entries, period closing, books health and currency revaluation. |
| Journal entries | Post and reverse journal entries, and post currency revaluations. |
| Chart of accounts | Change the chart of accounts. |
| Period closing | Close and reopen periods. |
| Reports (view) | See the reports, the dashboard figures and the audit log. |
| Tax (view) | See VAT returns and payments, corporate tax and the compliance calendar. |
| Tax (returns and payments) | Prepare and file returns, and record tax payments. |
| HR (view) | See employees, leave and attendance. |
| HR (manage) | Manage employees, leave and attendance. |
| Payroll (view) | See payroll runs, loans and expense claims. |
| Payroll (run and pay) | Run payroll, and handle loans and expense claims. |
| Inventory (view) | See items, warehouses and stock movements. |
| Inventory (manage) | Manage items, warehouses and stock. |
| Fixed assets (view) | See the fixed asset register. |
| Fixed assets (manage) | Acquire, depreciate and dispose of fixed assets. |
| AI assistant | Work with Vera, in the chat and on calls. |
Some things stay with the owner, whatever the permissions, and no role can be given them:
- the company settings: the company's details, tax and financial settings, logo and stamp; switching modules on and off; custom fields and reporting tags; bringing your books over from other software and connecting it. In a client company of an accountancy firm, the firm's admins do this: they are owners of every client. See Company settings;
- the team and the roles, the billing details and YOLO mode.
Change a role or remove someone#
To give someone another role, click Change role (the first button under Actions) in their row. Choose the new Role 1, and switch on Permissions 2 only if this person needs their own set instead of the role's. Click Save 3. The change applies at once and is recorded in the audit log as Role changed.
You cannot change your own role or an owner's, and you cannot give the Owner role from this page.
To remove someone, click the red button in their row under Actions and confirm. They lose access to this company. You cannot remove yourself or the account owner, and only the account owner can remove another owner. Adding and removing people are recorded in the audit log as Added to the team and Removed from the team.
Accountancy firms#
When an accountancy firm keeps the company's books, the firm's accountants appear in the list with Managed by and the firm's name. The firm gives, changes and removes their access in its own portal, not here. See Assignments.