Users & Roles #
Neo-Ledger controls dataset access through roles — named sets of permissions you assign to users. Define what each role can do, then invite people and give them the right role. This page covers both.
For an overview of access levels, see Inviting Users to a Dataset.
Creating and editing roles #
Navigate to System → Roles.
Role fields #
| Field | Description |
|---|---|
| Description | A human-readable name for the role shown to admins (e.g. “Senior Accountant”, “Read-Only Auditor”) |
| Access Controls | The set of permissions granted to users holding this role |
Permission structure #
Permissions are grouped by module. Each group has a parent checkbox (selects/deselects all in the group) and individual sub-permissions:
AR (Accounts Receivable)
- Invoices — create and post sales invoices
- Payments — record customer payments
- Customers — add and edit customer records
- Reports — view AR aging and transaction reports
AP (Accounts Payable)
- Invoices — enter vendor invoices
- Payments — make vendor payments
- Vendors — add and edit vendor records
- Reports — view AP aging and transaction reports
Cash
- Transactions — enter cash receipts and disbursements
- Reconciliation — perform bank reconciliation
- Reports — view cash and payment reports
General Ledger
- Transactions — post manual journal entries
- Reports — view GL transaction reports
Reports
- Balance Sheet, Income Statement, Trial Balance, Tax Report
Services
- Services — add and edit items in the catalogue
System
- Defaults, Chart of Accounts, Taxes, Currencies, Bank Accounts, Templates, Employees
Batch
- Batch processing for AR/AP transactions
Jobs / Projects
- Project and job tracking
POS
- Point of sale module access
Saving a role #
Click Save in the role dialog. Changes take effect immediately for all users currently holding that role.
Inviting users #
Navigate to System → Employees/Users.
- Enter the user’s email address.
- Select one or more roles to assign.
- Click Invite (or Save).
The user receives an invitation email. They must have a Neo-Ledger account (or create one) to accept.
Assigning multiple roles #
A user can hold multiple roles. Their effective permissions are the union of all permissions across all their roles.
Editing a user’s roles #
Find the user in System → Employees/Users, click Edit, change their role assignments, and save.
Removing a user #
To revoke access, navigate to System → Employees/Users and deactivate or remove the user. This removes their access to the dataset but does not delete their system account.
Admin promotion #
To promote a user to Admin (full dataset access without ownership), find them in System → Employees/Users and change their access level to Admin. Only Owners can promote to Admin.