Who can use this page: by default, only administrators — everyone else won't see this page at all.

Inviting someone to join

  1. Go to Team & Access → Invite.
  2. Enter their email and name, and pick a role for them from the six built-in roles. Instead of a preset role, you can click Customize access instead and set exactly what this person can access page by page.
  3. Note: you can only hand out access you yourself have — the system won't let you invite someone with more permissions than you have, even if you're an administrator.
  4. They'll get an invitation email. If it doesn't arrive, use Resend Invite.

Team members vs employees

This page is for people who work in BareLedger — bookkeepers, checkers, administrators. Employees (people you pay) are onboarded under Employees & Onboarding instead, get the self-service Employee role automatically, and don't use one of your plan's user seats (employees are unlimited on every plan). One person can be both: onboard them as an employee first (that creates their sign-in), then add a working role to that same membership here.

Employee sign-in emails can't be edited on this page — that's done from the employee's record by HR or the Accountant.

Understanding what a role can do

Instead of a long list of individual checkboxes, most pages just use a simple scale: No access, Viewer, Preparer (Draft), Reviewer, Approver, or Full access for things like sales, purchases, and expenses (preparing and approving are kept as separate levels on purpose, so two different people can be responsible for each), or No access, Viewer, Manager for configuration pages. See Roles & Permissions for the complete breakdown of what each level allows.

Tuning one person's access

Each member row has Customize access, which opens two views: an Access by page matrix using the scale above, and an Advanced (per-permission) checkbox grid for finer control. Access granted here adds on top of the person's roles (and individual denials subtract). Two things to keep in mind: changing someone's roles wipes their individual overrides, so re-apply them after a role change; and only the organization owner can change the owner's own access.

Common mix-ups

  • Giving one role both "prepare" and "approve" rights sounds convenient, but the system still won't let the same person approve their own work, even if their role technically allows both. The same goes for review and approval: whoever reviewed a record can't also approve it. Every transaction needs three different people (creator, reviewer, approver), so make sure at least three active members hold the right levels.
  • Trying to remove your own access — this is blocked on purpose, so no one accidentally locks the whole company out.