One of the excellent benefits of Xero is that you can have an unlimited number of users. This is very helpful as your business starts to grow and so that you can allow your bookkeeper and accountant access to your books. And because everyone works from the same source of data there will be no conflicts. However, as you add users to Xero it’s important that you give everyone the correct level of access. Since there are quite a few options, this can be a little confusing. So we have a short guide for you on how to invite users and how to select the right role for them.
Inviting New Xero Users
The person who setup the Xero account, also known as the Xero Subscriber, can invite other users. It’s a very simple process. Simply go to the organisation name, then choose Settings, and then click Users. From here you choose Invite User, enter their name and email address, and a link will be sent to them. The link lasts for 14 days after which it will no longer be valid and you will need to send them a new invite. It’s important that you setup a different login for each user and do not share login details. This keeps the data secure and allows for a proper audit trail as you can clearly see who made any transactions and changes.
Overview of Xero User Roles
For most Xero users you will be interested in the Business and Accounting roles. There are four of them: Invoice Only, Standard, Adviser, and Read Only. These are fairly self-explanatory – Invoice Only restricts the user to entering sales invoices and bills. Standard gives the user access to most of Xero, the Advisor role has full access, and Read Only allows the user to have access to most areas of Xero, but they can not make any transactions.
The paid Xero add-ons such as Projects, Expenses, and Payroll, each have their own set of roles limited to that area of Xero. These are as follows:
- Projects – Limited, Standard, Admin
- Expenses – Submitter, Approver, Admin
- Payroll – Employee, Admin
Although they have different names, they essentially all act in a similar way – the first level allows the user to only edit or view their own project, expenses, or payslips. The second level gives general access, and the Admin role gives full access.
Finally, in addition, there are a set of extra permissions that you can grant per user. These include cash coding, bank account admin, reports, and manage users. These permissions give the user access to a specific feature.
Still Confused?
Are you still confused about the roles you should assign your users? Here at BiGRoC Accounting we specialise in helping businesses with their Xero bookkeeping and can assist you with making sure everyone has the correct permissions. Please feel free to contact us or look through the various services we offer.
