What Permissions Can I Assign to My Team Member?

• Overview of Permissions
• Role Details
  • Business Owner
  • Admin
  • Manager
  • Employee
  • Accountant
  • Contractor
• Extra Settings
  • Client Access
  • Project Manager
• FAQs

Overview of Permissions

• Checkmark symbol (✓) - They can see the section and have full access to it, including the ability to create, edit and delete in that section
• X symbol (X) - They cannot see that section, therefore they do not have any access to actions inside that section
• Exclamation point symbol (!) - They can see the section but have limited access inside it - go to the specific team member role for details

Role Details

Business Owner

Admin

Settings Settings - Account, Business, Logo & Theme, and Email Notifications Billing & Upgrade - Can’t cancel the FreshBooks account Bank Connections Apps & Integrations - Only add or remove their own Integrations Emails & Templates Item & Services - Also import CSV file of Items Dashboard Clients - Manage Clients, can import CSV of Clients, export Clients into CSV, and manage Credits Invoices - Can add and manage Invoices and payments, and see Received Invoices (To Me) Retainers Payments - Can add and manage Invoice Payments, Other Income, and Checkout Links Can’t set up Online Payment options or process Refunds Expenses - Can create new Expense Subcategories and import CSV file of Expenses Bills Vendors Uploads - Can upload and manage uploaded Documents Estimates - Can also enable eSignatures on Proposals Time Tracking - Can manage both their and team’s time entries Projects - Can manage Project Settings and see Project Profitability graphs & Team Cost Rates My Team - Can manage Team Members Reports - Can see all Reports including amounts on Time Entry Details Report and access Select Reports like FreshBooks Payments Report and Payment Fees Report Accounting - Can manage Bank Reconciliation and view Accounting Reports, can’t create custom Accounts in Chart of Accounts, can’t create Journal Entries Chart of Accounts Add-ons - Can use Advanced Payments

Manager

Settings Settings - Account Item & Services - Can't import CSV file of Items Clients - Dependent on Client Access, can create, archive and delete, can import CSV of Clients and export Clients into CSV Invoices - Can add and manage Invoices, and payments Retainers Payments - Only manage Other Income tab and can create Checkout Links Can’t see Invoice Payments or view Checkout Link Payments Expenses - Only their own Expenses, can import CSV file of Expenses Bills - Only their own Bills Estimates - Can enable eSignatures on Proposals Time Tracking - Can add and edit both their and team’s time entries Projects - Can manage Projects but Project Profitability including Team Costs is not visible Reports - Only the Accounts Aging, Accounts Payable Aging (for their own Bills only), Time Entry Details (including Billable Rates only) and Retainer Summary Reports Add-ons - Can use Advanced Payments

Employee

Clients available to select are dependent on Client Access. Settings Settings - Account Time Tracking - Only their own time entries Projects - Only Projects they’re invited to, can view Project-related Invoices and Expenses if assigned as Project Manager Expenses - Only their own Expenses, can’t import CSV file of Expenses Bills - Only their own Bills

Accountant

Settings Settings - Only access Account Dashboard Invoices - Only view Invoices and manage Payments to Invoices Payments - Only manage Other Income Expenses - Can’t manage Bank Connections, create Recurring Expenses or import CSV file of Expenses Bills Vendors Uploads - Can upload and manage uploaded Documents Reports - no access to Retainer Summary, Profitability Summary or Profitability Details Reports Accounting - can access Bank Rec Chart of Accounts - Can manage the Chart of Accounts and create Journal Entries

Contractor

The navigation is the same as any other FreshBooks Business Owner. They also see specific shared information from your account: Time Tracking - Can also track time for any specific Projects they’re invited to Projects - Can also see any Projects they’re invited to, can only see time entries logged by them inside shared Projects

Extra Settings

Client Access

1. In the My Team section, click on the gear icon next to My Team
2. Click on Client Access
   
   
3. For when a new team member is invited, choose whether you want them to see all clients or won’t see any clients in their account
4. Click Save to finish.

1. In the My Team section, click on the team member that you want to view details for
2. Under Team Member Settings, click on Client Access
   
   
3. Whatever you’ve chosen as the default setting for My Team will apply here, otherwise you can choose between All Clients Visible or Only Specific Clients Visible
4. Click Done to save the Client Access
5. If All Clients Visible is chosen, click on the plus + button next to All Clients Visible, Except…
   1. Choose a Client or type in the Client
      
      
   2. Click on the checkmark button to save and this Client will be hidden from the Team Member
6. If Only Specific Clients Visible is chosen, click on the plus + button next to Only Specific Clients Visible
   1. Choose a Client or type in the Client
      
      
   2. Click on the checkmark button to save and this Client will be visible to the Team Member
7. Then click on Save to confirm the Team Member profile changes.

Project Manager

• Manage the Project by editing it as needed
• View Invoices and your Expenses associated to the Project
• Generate Invoices for the Project including rebilling all associated Expenses created by the team
• View all time entries for the Project - both theirs and the team’s

1. Go to the Projects section
2. Click on a Project you want to add a Project Manager to
3. Then click on the Edit button
4. In the Project Team Members section, click on the + plus button
5. Hover over the Team Member you want to designate and click on the PM button
   
   
6. The PM button will display a checkmark next to it to confirm your selection
   
   
7. Click on Update Team Members to finish.

FAQs

1. Click on My Team
2. In the All Team Members section, click on the member you want to change roles for
3. Then in the Edit Team Member view, click on the Admin, Manager or Employee role
   
   
4. Choose the new role to switch them to
5. Click Save to finish, and the Team Member will receive an email about the role changes.