Users, roles and permissions

Everyone who works in To Bill has their own account. For each person, you choose a role, then, if needed, their permissions one by one: see invoices without being able to send them, enter expenses without touching the settings…

To add someone, see Invite your team.

The list of users

Open your account menu, at the bottom left, then Users.

• The list shows each person’s Role, First name, Last name, Email and Last activity.
• Filter by Role, Last activity or Access, sort, or use the Active this month and Administrators views. See Filter, sort and keep your views.
• At the end of each row, the eye opens the User details (1), the pencil lets you Edit them (2).
• Invitations, at the top right, shows the invitations sent and not yet accepted.

To see this list, you need the Users · View permission; to invite and edit, Users · Create. To invite, your email address must also be confirmed: see Invite your team.

Roles

The role gives a base of permissions. You can then add or remove permissions for each person.

Role	What it can do to begin with
Administrator	Everything: documents, accounting, payroll, users, settings, subscription. Only an administrator can switch on a module or delete the company.
Member	All the day-to-day work: invoices, quotes, clients, items, expenses, collections, accounting, Drive. Not users, payroll, settings or the subscription. In time and projects, only their own hours.
Viewer	See everything, without changing anything, except payroll, which they do not see.
Fiduciary	See and prepare invoices, clients, expenses and collections; see quotes and items; keep and export the books; consult the Drive. Delete nothing, no access to users, settings or the subscription.

Payroll data

Payroll contains sensitive personal data (OASI (AHV) numbers, salaries). Only the administrator and the people to whom you expressly give the Payroll permissions have access to it. Payroll · View shows the payrolls, payslips and employees, with the OASI numbers and IBANs in full; under this permission, To Bill reminds you: “Payrolls, payslips and employees, OASI numbers and IBANs in full; every view is written to the access log.” Payroll · Manage also lets you change everything and pay salaries. Each consultation is recorded in the access log.

Permissions

Each permission is shown with its area and its action, for example Invoices · Send or Payroll · View. The areas follow the order of the menu: Dashboard, Invoices, Quotes, Clients, Items, Expenses, Collections, Accounting, Payroll, Time & projects, Users, Drive, Settings, Credits and Subscription.

Permission	Lets you
View	Open the list and the records
Create, Edit, Delete	Add, change, delete
Send	Send an invoice or a quote to the client
Send reminders	Send a payment reminder
Convert	Turn a quote into an invoice
Manage	Change the company’s settings, the subscription or the accounting
Export	Export the books, for example for your fiduciary
Track, Invoice	Record hours, then invoice them (time and projects)
Upload, Download	Put files in the Drive and get them back
Purchase	Buy credits for sending by post

When a permission is missing

To Bill only shows the buttons for the actions you are allowed to do: without Invoices · Send, there is no Send button. A page your permissions do not let you open shows Restricted, with the permission that is missing.

The message says, for example, “This page needs the right “Users · View”. Ask your company’s administrator: they can give it to you in Users.” The administrator adds it to your role or to your permissions (see below). Back to the dashboard takes you back to the home page.

The invoice and quote editor saves as you type: it needs the Create and the Edit permission of its area, for example Invoices · Create and Invoices · Edit.

VAT rates and document templates are part of the settings: adding, changing or deleting them needs Settings · Manage, as do the template editor and its Customise link in a document’s preview. Without this permission, you pick a rate or a template in a document but cannot change it. Expense categories follow the expense permissions: creating one needs Expenses · Create or Expenses · Edit, renaming it Expenses · Edit, deleting it Expenses · Delete.

Change a person’s role or permissions

1. In the list, click the person’s pencil. The Edit page opens.
2. Correct the first name, the last name or the email if needed.
3. Choose the Role, then tick or untick the Permissions.
4. Click Save. The message User has been modified successfully confirms it.

What you cannot change

• Your own role and your own permissions: ask another administrator.
• The email of a person who also uses To Bill for other companies: it is their account’s identifier, and only they can deal with it.

See a person’s details

The eye opens their record: User summary, Contact information, System information (creation and last update), Role and Permissions.

Remove a person’s access

1. Open the person’s record and click Delete. You can also tick several people in the list, then Delete.
2. Confirm. To Bill reminds you what happens: The user loses access to this company. Their account and any other companies they belong to are kept.

What they created (invoices, expenses, entries) stays in your company. To give them access again, invite them again.

The activity log

On the Dashboard, Recent Activities › View all opens All activities: who created, sent, paid or changed what, and when.

Filter by Type (invoices, quotes, collections, expenses, clients, subscription, accounting and modules…), by Person (System for what To Bill does by itself, such as recurring invoices) or by Date. The My actions, This month and Invoices and quotes views are ready to use.

The number of users

The Business subscription includes unlimited users. The former Starter and Pro subscriptions are limited to one user: the Add button says so. See The subscription and credits.

Legal basis

Employees’ and clients’ personal data must only be accessible to the people who need it, and protected by appropriate measures: Art. 8 FADP. Give each person the permissions their work requires, and no more.