How do I add an employee who logs in with specific permissions?

What you will do

You give an employee an email and a password to log in to the system, and you decide what they can see and do in it. You do this in two stages. First, you create a level that groups the permissions. Then you add the employee and link them to this level. One level works for everyone who does the same job. For example, you create a "Site Engineer" level once, and link all your engineers to it.

Before you start

• The employee's email. The employee logs in to the system with their email. If they have no email, they are recorded for payroll and tasks only, and they can't log in.
• Think about what the employee needs. The system has four ready-made templates to start from: View only, Accountant, Project Manager and HR.

Steps

First: create the level

1. Click Add New Level under Administration in the sidebar.
2. Type the Level Name, such as "Site Engineer".
3. From Templates, choose the template closest to the employee's work. A template replaces everything you selected before it, so start with the template, then adjust.
4. Open the groups you want to adjust. Each group has a Select All box. To find a specific permission, type its name in Search permissions….
5. Click Save Data. A list of what you selected appears, titled Review permissions before saving.
6. Review the list, then click Confirm & save.

When you select an add, edit or delete permission, the system automatically selects the view permission in the same group. Anyone who edits something needs to see it.

Second: add the employee

7. Click Add New Employee under Employees.
8. Type the Employee Name and the Email.
9. In Login credentials, choose one of two ways:
   • Email invitation: check Invite the employee by email to set their own password. The employee receives an email with a Set your password button. The link is valid for 48 hours.
   • A password you type yourself: leave the box unchecked, and type the Password and Confirm Password. In this case, the system sends nothing, so tell the employee their email and password yourself.
10. In Member Level, choose the level you created. You find this field in Job & branch.
11. Make sure Enable / Disable is turned on.
12. Click Save Data.

⚠️ Don't forget step 10. An employee who has an email and a password but no level can log in, but sees nothing in the system.

If you haven't created the level yet, choose Add New Level at the end of the Member Level list. You're asked for the level name and a Permission template. Then the level is created without you leaving the form.

What changes after you save

• The employee appears in All Employees.
• If you sent an invitation and the employee hasn't set their password yet, their page shows that the invitation is pending. You also find a Resend invite button there.
• The employee logs in with their email and password. In the sidebar, they see only what their level allows.

Changing permissions later or deactivating an employee

• To change one employee's level: open the employee for editing from All Employees. Change Member Level, then click Modify Data.
• To change what a level allows: edit the level itself from All Levels. The change applies to everyone who has this level.
• To compare levels: open Permissions Matrix, and choose Only where levels differ to see only the differences.
• When does the change take effect? It takes effect immediately on what the employee can do. Their sidebar, however, updates when they refresh the page.
• To deactivate an employee: turn off Enable / Disable, then save. The employee is signed out at their next action, and can't log in after that. The list shows them as Inactive.

Limiting an employee to their own projects

In the Projects group, there is a permission called View assigned projects only. It's a restriction, not an extra permission. Anyone who has it sees only the projects where they are the Project Manager. Projects that have no manager don't appear to them. The templates and Select All don't turn it on. If you want it, check it yourself.

Permission you need

As the account owner, you have all permissions, so you don't need permission for anything above. If you want another employee to add employees on your behalf, grant their level:

• Add Users from the User Management group.
• Add Admins from the Administration group.

For levels, they need permissions from the Levels Management group:

• Add Levels: to create them.
• Edit Levels: to edit them.
• View Levels: to see them.

If you can't find the button

• The employee doesn't see a screen you expected them to see: their level doesn't have the permission to view it. Add the permission to their level, then ask them to refresh the page.
• The employee opens a screen and finds an empty list: some screens need a permission from another group. For example, in Add petty expense, projects appear only if the employee's level has View Projects.
• The add button disappeared and Upgrade Subscription appeared: you have reached the employee limit of your plan.
• The invitation didn't arrive: the save success message appears even if the email couldn't be sent. First make sure their email address is correct, then open the employee's page and click Resend invite.

Employees or administration?

For your employees, use Add New Employee. It has salary, department, branch and documents, and logging in to the system is optional there. Add Admin is for an administrative account without payroll data. In both cases, the person gets their permissions from their level only. And each of the two has its own limit in your plan.