Inviting Users to a Dataset #
Neo-Ledger uses a role-based access control system. You first create roles that define what someone can do, then invite users and assign them one or more roles.
Who can invite users? #
Only users with an access level of Owner or Admin on a dataset can manage users and roles for that dataset.
Step 1 — Create roles #
Before inviting anyone, set up the roles that define what they can access. Go to System → Roles.
Each role has:
- Description — a human-readable name for the role (e.g. “Accountant”, “Read-Only Auditor”)
- Access controls — a set of permissions grouped by module
Available permission groups #
Permissions are organised by area. Within each group, you can grant access to specific sub-functions:
| Group | Controls access to |
|---|---|
| AR (Accounts Receivable) | Sales invoices, customer payments, customer records |
| AP (Accounts Payable) | Vendor invoices, vendor payments, vendor records |
| Cash | Cash transactions, bank reconciliation, payment runs |
| General Ledger | GL transactions, journal entries |
| Reports | Financial reports (balance sheet, income statement, trial balance, etc.) |
| Services | Services catalogue |
| System | System configuration, defaults, chart of accounts, taxes, currencies |
| POS | Point of sale module |
| Batch | Batch processing |
| Jobs/Projects | Project and job tracking |
You can assign a role to multiple users. Roles can be edited at any time; changes apply immediately to all users holding that role.
Step 2 — Invite users #
On the dashboard, click the dataset card to open it, then navigate to System → Employees/Users.
Enter the user’s email address and select the role(s) to assign. Neo-Ledger sends an invitation to that address. The invited user must have or create a Neo-Ledger account to accept.
Access levels vs. roles #
| Level | How it’s set | What it means |
|---|---|---|
| Owner | Set at dataset creation (the creator) | Full control, cannot be removed |
| Admin | Manually promoted by an owner | Full control, manages users and roles |
| Custom role | Assigned by owner/admin | Access determined by the role’s permission set |
Viewing and editing users #
On the dashboard, dataset cards visible to owners and admins show a list of current users and their access levels. Clicking Edit next to a role lets you modify its permissions; changes take effect immediately for all users holding that role.
Removing users #
To remove a user’s access to a dataset, navigate to System → Employees/Users and remove or deactivate their account. This does not delete the user’s account from the system — it only removes access to that dataset.