Users, roles and permissions
Settings → Users & Permissions (owners and admins) controls who can sign in to your business and what they may do. Every action in OneBooks — and every AI tool — checks the same permissions.
| Role | Can |
|---|---|
| Owner | Everything, including billing and managing users. One per business; cannot be removed. |
| Admin | Everything except owner-only settings such as billing. |
| Member | Day-to-day work: create customers, suppliers, items, invoices, quotes, purchases, returns, expenses and bank reconciliation. Cannot record payments, void, delete, write off, change settings or manage users unless granted. |
| Viewer | Read-only: every list, document and report, no changes. |
Add a user
Section titled “Add a user”- Select Add user.
- Enter the person’s name, email, an initial password (at least 12 characters; they can change it) and pick a role.
- Select Save. Share the sign-in details with them.
Fine-tune permissions
Section titled “Fine-tune permissions”Open a user to grant or revoke individual permissions on top of their role — for example allow a member to record payments or void invoices. Nobody can grant a permission they do not hold themselves.
Suspend or remove
Section titled “Suspend or remove”Suspend blocks sign-in without deleting history; Delete removes the user from the business. Documents they created stay.
Where permissions apply
Section titled “Where permissions apply”- Every screen and action in the app.
- The AI assistant and connected agents: a viewer gets read-only answers; proposals are checked again when confirmed.
- Connected apps act with the permissions of the user who authorised them.