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Bookkeep User Types

Bookkeep offers various user roles, each with unique permissions, to help tailor the management of your company's financials and operations. This guide explains the distinct roles and their capabilities.

User Roles​

When you invite someone, you assign one of these roles from the Role dropdown:

Bookkeep Add user window with the Role dropdown expanded, showing Admin, Staff - View and Manage User, Staff - View Only User, Staff - Entity Admin, and Inventory Only

Primary Admin​

  • Unique Role: Only one primary admin per company, typically the creator. You cannot set another user to this role (if this is needed, contact support@bookkeep.com)
  • Full Access: Has complete control over all entities and can manage users, billing, and entities, including deletion
  • Exclusive Permissions: The only user who can delete users.

Bookkeep interface showing user role options and permissions

Admin​

  • Multiple Allowed: Each company can have several admins.
  • Broad Access: Has access to all entities and can invite users but cannot delete users.
  • General Permissions: Can manage entities, billing, users, and app or platform connections, except deletion.

Staff - Entity Admin​

  • Specific Access: Access is limited to selected entities.
  • Permissions:
    • Can view and manage entity-specific billing if entities have separate payment methods.
    • Can add, modify, or delete app connections.
    • Can run history and manipulate mappings or financial data postings.
    • Cannot access company-level settings or add new entities..

Staff View and Manage Users​

  • Access Control: Must select entities for access.
  • Permissions:
    • Can add, change, or delete app connections.
    • Can run history and adjust mappings or postings.
    • Cannot access company-level and entity-level settings or add new entities.

Staff View-Only Users​

  • Limited Access: Can only view financial data and app connections.
  • Restrictions:
    • Cannot manage billing, add entities, or adjust app connections.
    • No permissions to run history, manipulate mappings, or post financial data.
    • Can only access entities to which they have been granted access.
    • Do not receive Daily Summary Emails.

Bookkeep interface showing staff view only user permissions

Inventory Only​

  • Scoped Access: Can only use Bookkeep Inventory for the entities they have been granted access. Intended for store staff who receive inventory but should not see financial data.
  • Access Control: Must select entities for access. This role cannot be given access to all entities, so entities added to the company later do not extend this user's access.
  • Restrictions:
    • Cannot view any other area of Bookkeep, including revenue and financial data, app connections, mappings, or postings.
    • Cannot access company-level or entity-level settings, add entities, or manage billing.
    • Cannot manage users.

Inventory Only users work in Bookkeep Inventory from the Shopify Admin, where Bookkeep runs as an embedded app. If they sign in to Bookkeep directly instead, they see an "External Access Only" screen with a link that takes them to the Shopify Admin:

Bookkeep interface showing the External Access Only screen for an Inventory Only user

note

Inventory Only permissions are applied when the invitation is created, so the user never has broader access, even before they accept the invite. See How to Invite and Delete Users.

This role is assigned when you invite someone. To restrict an existing user to Bookkeep Inventory, contact support@bookkeep.com.

Bookkeep's flexible user roles ensure that team members have appropriate access to manage financial tasks efficiently while maintaining control and security over sensitive data. If you require additional information or need assistance with user roles, please contact support@bookkeep.com.