Roles & permissions
What each role can see and do, in your organization and in each workspace.
Each person has one role in the organization and one role in each workspace they're added to.
Organization roles
| Role | What they can do |
|---|---|
| Owner | Everything, including billing and deleting the organization. |
| Admin | Manage people, create workspaces, and act as Manager in every workspace. |
| Member | Only the workspaces they're added to, with the role they have there. |
| Billing | Billing only. They see no books unless they're also added to a workspace. |
Workspace roles
Pick the role that matches the job:
- Manager: runs the workspace. Connects QuickBooks, manages people and settings.
- Reviewer: prepares and checks the work, posts it, and keeps the rules tidy.
- Bookkeeper: day-to-day coding: imports bank lines, codes them and posts them.
- Client: the business owner. Sees their books and sends receipts and statements.
- Viewer: read-only, for example an auditor or a lender.
| Manager | Reviewer | Bookkeeper | Client | Viewer | |
|---|---|---|---|---|---|
| See the books | ✓ | ✓ | ✓ | ✓ | ✓ |
| Upload evidence (receipts, statements) | ✓ | ✓ | ✓ | ✓ | |
| Import bank lines | ✓ | ✓ | ✓ | ||
| Code transactions (auto-select, payee, category) | ✓ | ✓ | ✓ | ||
| Edit transactions | ✓ | ✓ | ✓ | ||
| Post and send to QuickBooks | ✓ | ✓ | ✓* | ||
| Delete transactions in QuickBooks | ✓ | ✓ | |||
| Approve reconciliations | ✓ | ✓ | |||
| Manage rules | ✓ | ✓ | |||
| View the audit log | ✓ | ✓ | |||
| Close a period | ✓ | ||||
| Connect or disconnect QuickBooks | ✓ | ||||
| Change workspace settings | ✓ | ||||
| Manage workspace members | ✓ |
* Unless the workspace requires review. Then Bookkeepers prepare the work, and a Reviewer or Manager posts it.
Some of these (closing a period, approving reconciliations, the audit log and managing members) are still rolling out in the app. The roles already control them, so nothing changes for your team when they arrive.
What people without access see
If someone opens a workspace they aren't a member of, Databookly shows not found. It doesn't confirm the workspace exists. If they're a member but their role doesn't allow an action, the button is hidden or the action is refused.