Team members, access levels and permissions

Invite team members, and set each person's access level, permissions, hourly rate, avatar colour and assigned clients.

In short: In Settings > Team an admin adds the people in the firm and decides what each of them can see and do. Permissions control access to Settings, the whole firm’s work, Billing, Reports and the Activity Log.

Before you start

You need to be an admin, or have the View Settings permission.
Click your avatar (top right) > Settings > Team. The page Team Organization has two tabs: Users (with an Active / Archived switch) and Invited users.

Invite a team member

In Settings > Team, click + New User. The Add user page opens.
Enter First name, Last name and Email.
Pick a preset under Preset roles:, for example Admin or Staff (No Settings). This switches the Permissions: on or off for you; you can change any of them. The person gets exactly the access level and switches you chose here.
Click Add user.

People who haven’t accepted their invitation yet are listed under Invited users.

Edit a team member

On the Users tab, click the ⋮ menu at the end of the person’s row and choose Edit.
In the Edit user window:
- Avatar color – the coloured dot next to the name. A tick means a teammate already uses that colour; you can still choose it.
- Access level – Admin, Staff (No Settings), Staff (No Settings, No Billing) or Custom. Picking one sets the switches below; changing a switch yourself makes it Custom. The switches you see when you click Update are what the person gets, for the Staff presets too. Admins can always do everything.
- Hourly rate – the person’s rate per hour. It is used to value their billable time.
- Permissions – switch on what this person may do (hover the (i) next to a switch for a short explanation):
- View Settings – open the Settings pages,
- View FirmsWork – see work items across the whole firm (Work page, Home firm view and reports), not just their own,
- View Billings – see invoices and payments, and the billing reports,
- View Reports – open the Reports section. What each report shows still depends on View FirmsWork and View Billings,
- View Activity Log – open the firm-wide Activity Log.
- Assigned clients – click to choose which clients this person is assigned to, or tick Assign all clients.
Click Update.

Archive or bring back a team member

To remove someone’s access, choose Archive in their ⋮ menu. ProCharted asks first (Archive ‘‘?): they will no longer be able to sign in to ProCharted. Click Archive to confirm. Reassign their open work first.
To see archived people, switch to Archived. Their ⋮ menu has Edit, Activate (to bring them back) and Delete.

Tips

People without Settings access don’t see Settings in their avatar menu.
People without View FirmsWork see only their own work and time, for example in Reports.
View Reports was switched on for everyone in your firm when it was added. Turn it off for anyone who shouldn’t open Reports; the Reports item then disappears from their left menu.
The avatar colour is the same setting people can change themselves on their Profile page.
The Connected Email column shows who has connected their mailbox from Email.
Roles (groups such as Bookkeeper or Reviewer) are set up in their own tab, Settings > Roles.