--- title: "People (team and employees)" description: "One directory for your team and employees: invite people, tick any mix of roles, limit what each person can see, and track seats. Every change is audited." url: "https://bareledger.app/guides/team" category: "Team, roles & approvals" updated: "2026-11-06" publisher: "BareLedger (Syneria Technologies OPC)" --- # People (team and employees) > One directory for everyone: invite teammates and employees, tick roles, tune access, and see who uses a seat on your plan. **Who can use this page**: administrators manage sign-ins and roles here; HR Officers, HR Managers and Accountants handle employee onboarding from the same page. Everyone else won't see it. Find it in the sidebar under **People → People** (in the mobile app: **More › People**). People is one page for everyone in your organization: teammates who work in BareLedger and employees you pay. Each person appears once, however many roles they hold. ## The three tabs - **Directory** lists everyone once, with their sign-in status (active, invited, suspended, or **No sign-in**), their roles, and whether they have an employee record. - **Onboardings** holds employee onboardings at every stage, from invited to approved. See [Employees & Onboarding](https://bareledger.app/guides/employees-onboarding). - **Profile changes** holds employees' requested edits to their own details, waiting for review. See [Employee Profile](https://bareledger.app/guides/employee-profile). ## Inviting someone The page header has three buttons: - **Invite member** adds a teammate who works in BareLedger. - **Invite employee** sends an onboarding link to someone you'll pay. See [Employees & Onboarding](https://bareledger.app/guides/employees-onboarding). - **Add manually** starts an onboarding you fill in yourself. To invite a member: 1. Click **Invite member**. 2. Enter their email and name, and tick the roles they should hold. Instead of roles, 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 get an invitation email. If it doesn't arrive, use **Resend invite** on their row. ## Roles are a checklist Click **Manage roles** on a row and tick any combination of roles, for example Accountant and Approver. Permissions add up: the person can do everything any of their ticked roles allows. See [Roles & Permissions](https://bareledger.app/guides/roles-permissions) for what each role can do. The **Employee** role is the exception. It is granted only by an approved onboarding, so you can't tick it on by hand for someone without an employee record, and you can't remove it while they are still employed. If you onboard an email that already belongs to a member, approval adds Employee beside their existing roles. They keep the same sign-in. Most pages use a simple access scale: **No access, Viewer, Preparer (Draft), Reviewer, Approver, or Full access** for things like sales, purchases and expenses, or **No access, Viewer, Manager** for configuration pages. Preparing and approving are separate levels on purpose, so two different people can be responsible for each. ## Tuning one person's access **Customize access** on a row 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: - Saving roles resets custom access. Re-apply any overrides after a role change. - Only the organization owner can change the owner's own access. ## Other row actions - **Edit member** changes a member's name and details. An employee's sign-in email can't be changed here. HR or the Accountant changes it from the employee record. - **Profile** opens the person's profile card. - **Open employee record** jumps to their employee record, if they have one. - **Invite to sign in** appears on older employee records marked **No sign-in**. It sends them a sign-in invitation. Every employee has a sign-in now; this action fixes the ones that were created without one. - **Transfer ownership** (the crown icon) hands the organization to another active member. Only the current owner can do this. - **Suspend** stops a person signing in without deleting anything. **Reactivate** lets them back in. ## Seats: every sign-in is a user Every active sign-in counts as one user on your plan, employee-only sign-ins included. The Directory shows who uses a seat. - Invites, onboarding approvals that create a new sign-in, and reactivations are refused once you reach your plan's user limit. Upgrade or add seats under [Subscription & Billing](https://bareledger.app/guides/billing), or suspend someone first. - Linking an onboarding to an existing member takes no extra seat. - Employee records, payroll runs, branches, CRM, Projects and the AI assistant (beta) stay unlimited. Only sign-ins count. ## Over the limit An organization can end up with more active sign-ins than its plan allows, for example after a downgrade. When that happens: - The owner and the oldest sign-ins, up to the limit, keep working as normal. - The newest extra sign-ins become **read-only**. They can still sign in and look around, but they can't change anything. That includes clocking in. - Read-only doesn't start straight away. There is a **14-day grace period** from the day the organization first goes over, and the owner gets an email when it starts. - Read-only ends as soon as you upgrade, add seats, or suspend enough people to get back under the limit. Organizations that went over when employee sign-ins started counting as users get the same 14 days. ## Common mix-ups - Giving one person both "prepare" and "approve" rights sounds convenient, but the system still won't let the *same person* approve their own work. Whoever reviewed a record can't approve it either. 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 is blocked on purpose, so no one accidentally locks the whole company out. - "Why can't I untick Employee?" The person is still employed. Terminate the employee record instead; that removes the role.