Manage users, roles and portal access¶

Grant access based on the user responsibility, allowed companies and the records they need to use.

Before you start¶

Use an authorized administrator and a reviewed role definition. Internal users and portal contacts have different access purposes.

Step by step¶

1. Create or update a user¶

In Settings > Users & Companies > Users, review name, login, user type, default company, allowed companies and language. Assign the minimum functional access needed for the job. Review invitation recipients before using the invitation or password reset action.

2. Assign functional roles¶

Open Roles to review the groups included in each role. Assign the role to the user with applicable dates. Roles are cumulative, and the role module manages the user groups from those roles; manual group edits are not a stable way to add an exception. Review affected users before changing a shared role.

3. Review portal and two-factor access¶

Grant portal access from the intended contact and verify the customer/company relationship. Review which orders, invoices and projects that contact can access. Users configure two-factor authentication in their account security settings; preserve the configured recovery method before replacing an authenticator.

4. Verify and revoke access¶

Use an account with the intended role to check representative menus and records, including another company where access should be restricted. At role expiry or departure, review active roles, company access, portal rights and user status according to the company procedure.

Expected result¶

Users can perform their assigned work with reviewed company and record access.

If something goes wrong¶

If a menu is missing, check the active company, role dates and functional groups before adding administrator permissions. Technical-feature groups expose extra administration options; they do not replace a functional permission review.