Skip to main content

Users and Roles

Invite your team members to MyBooks and control what each person can see and do through Roles. All user management is under Settings > Users and Settings > Roles.

Inviting a User​

  1. Go to Settings > Users.
  2. Click Invite User.
  3. Enter the user's Email Address.
  4. Assign a Role (see below).
  5. Click Send Invite. The user receives an email with a link to set up their account and join your business.

Built-in Roles​

RoleAccess Level
AdminFull access to all features, settings, and user management
StaffAccess to day-to-day transactions and reports, but cannot change settings or manage users

Custom Roles​

If the built-in roles don't fit your needs, you can create Custom Roles with granular, screen-level permissions.

  1. Go to Settings > Roles.
  2. Click New Role.
  3. Enter a Role Name (e.g., "Sales Manager", "Accountant").
  4. For each screen or module, set the permission level:
    • No Access: User cannot see this module at all.
    • View Only: User can see records but not create or edit.
    • Full Access: User can create, edit, and delete.
  5. Click Save.
  6. Assign the custom role to users from Settings > Users.

Building a Role from Scratch (Advanced)​

For finer control than the three levels above, MyBooks also offers a full Custom Role builder — a permission grid that lets you set access for every object in the system individually, not just per screen.

  1. Go to Settings > Roles and click Add Role.
  2. Enter a Role Name. Note that "Admin", "Staff", and "Accountant" are reserved names and cannot be reused for a custom role.
  3. Set the All Data Access scope for this role:
    • Own data only — the user sees their branch & records only.
    • All branches — the user sees all users' data.
  4. Work through the Permissions grid. Records are grouped into categories (e.g. Sales, Purchases). Expand a category and, for each object type (Invoices, Bills, Contacts, Reports, etc.), choose one access level: None, Read, Write, or Full. You can also click Grant All on a category to give full access to every object in that group in one click.
  5. To save time, use one of the Quick Presets (e.g. "Sales Role", "Purchase Role", "Accounts", "Inventory", "Read Only") to pre-fill the grid, then fine-tune individual rows as needed. Clear All resets every permission back to none.
  6. Click Save Role (or Update Role when editing an existing custom role).

Once saved, the role appears in the Custom Roles list alongside the built-in roles. From there you can Edit or Delete it — note that a role assigned to one or more users cannot be deleted until those users are reassigned to a different role from Settings > Users.

To assign a custom role to a user, go to Settings > Users, edit the user, and select the custom role from the Role dropdown.

Changing a User's Role​

  1. Go to Settings > Users.
  2. Find the user and click Edit.
  3. Change the Role and click Save.

Removing a User​

  1. Go to Settings > Users.
  2. Find the user and click Remove.
  3. The user will immediately lose access to your business.

Multiple Businesses​

If a user's email is associated with multiple businesses in MyBooks, they will be prompted to choose which business to open when they log in. Each business has its own independent set of users and roles.