Overview
Roles control what each user can see and do within your Beeswax account. When you invite someone to your account, you assign them a role that determines their level of access across projects, finances, and account settings.
There are five roles available:
| Role | Best For |
|---|---|
| Basic | Team members focused on getting tasks done |
| Manager | Day-to-day management of projects and operations |
| Super Admin | Overseeing the entire business with full access |
| Accountant | Full access to accounting and financial features |
| Client | External clients viewing their own quotes and invoices |
Basic
A Basic user is focused on getting tasks done. They have limited access and can only view projects, tasks, milestones, and time entries. They cannot access financial, accounting, or admin features.
| Feature | View | Create | Edit | Delete |
|---|---|---|---|---|
| Projects | ||||
| Tasks | ||||
| Milestones | ||||
| Time Entries | ||||
| Products & Services | ||||
| Businesses | ||||
| People | ||||
| Money | ||||
| Accounting | ||||
| Connected Apps | ||||
| Account Settings | ||||
| Subscription |
Note: Basic users can create, edit, and delete Tasks, Milestones, and Time Entries that are assigned to them. The restrictions above apply to items owned by other users.
Additional details:
- Leave Management: Basic users can request leave, and can edit or delete their own leave only while it is unapproved. Once leave is approved, it cannot be modified.
- Time in Lieu: Basic users can request Time in Lieu but cannot edit or delete entries.
- API Tokens: Basic users cannot access or manage API tokens.
Manager
Managers handle the day-to-day management of projects. They have full access to projects, tasks, milestones, time entries, businesses, people, and money. They can view products & services but cannot create, edit, or delete them. They cannot access accounting, connected apps, account settings, or subscription management.
| Feature | View | Create | Edit | Delete |
|---|---|---|---|---|
| Projects | ||||
| Tasks | ||||
| Milestones | ||||
| Time Entries | ||||
| Products & Services | ||||
| Businesses | ||||
| People | ||||
| Money | ||||
| Accounting | ||||
| Connected Apps | ||||
| Account Settings | ||||
| Subscription |
Important restrictions for Managers:
- Transaction Account & Tax fields: Managers can create and update Quotes, Expenses, and Invoices, but they cannot change the Transaction Account or Tax fields. This prevents accounting errors. Only the Owner, Super Admin, or Accountant can change these fields.
- Recurring Invoices: Managers cannot create or manage recurring invoices.
- Bank Transfers & Reconciliation: Managers cannot create bank transfers or perform bank reconciliation.
- Statements: Managers cannot access bank statements.
- Payment Approval: Managers cannot approve payments.
- Transaction Templates: Managers can view transaction templates but cannot create, edit, or delete them.
- Leave Management: Managers can request leave but cannot add leave directly. They cannot edit or delete approved leave entries.
- Time in Lieu: Managers can request Time in Lieu but cannot add entries directly, and cannot edit or delete existing entries.
- API Tokens: Managers cannot access or manage API tokens.
Super Admin
Super Admins have full access to everything in the account, except subscription management. This role is for users who need to oversee the entire business.
| Feature | View | Create | Edit | Delete |
|---|---|---|---|---|
| Projects | ||||
| Tasks | ||||
| Milestones | ||||
| Time Entries | ||||
| Products & Services | ||||
| Businesses | ||||
| People | ||||
| Money | ||||
| Accounting | ||||
| Connected Apps | ||||
| Account Settings | ||||
| Subscription |
Additional Super Admin capabilities:
- Leave Management: Super Admins can add leave directly (not just request it) and can edit or delete approved leave entries.
- Time in Lieu: Super Admins can add Time in Lieu entries directly and manage existing entries.
- Transaction Account & Tax fields: Super Admins can change the Transaction Account and Tax fields on invoices and expenses, even after they have been finalised.
- Contact Company Assignment: Super Admins can change which company a contact is associated with when editing.
- Invoice/Quote Notes Position: Super Admins can configure whether notes appear at the top or bottom of invoices and quotes.
- API Tokens: Super Admins can create and manage API tokens.
- Payroll & Employment: Super Admins can view and manage employee payroll settings, employment details, and payslips.
- User Deactivation: Super Admins can deactivate and reactivate user accounts.
Accountant
Accountants have full access to all features except subscription management. This role is designed for accountants and bookkeepers who need complete access to financial and operational data.
| Feature | View | Create | Edit | Delete |
|---|---|---|---|---|
| Projects | ||||
| Tasks | ||||
| Milestones | ||||
| Time Entries | ||||
| Products & Services | ||||
| Businesses | ||||
| People | ||||
| Money | ||||
| Accounting | ||||
| Connected Apps | ||||
| Account Settings | ||||
| Subscription |
Important details for Accountants:
- User Invitations: Accountants cannot send user invitations, even though they have full access to manage people records.
- API Tokens: Accountants cannot create or manage API tokens.
- Payment Approval: Accountants cannot approve payments.
- Transaction Account & Tax fields: Accountants can change the Transaction Account and Tax fields on invoices and expenses, even after they have been finalised.
- Account Management: Accountants cannot edit the account name or delete the account.
Client
The Client role provides access to a dedicated client portal. Clients do not have access to your projects, tasks, accounting, or internal operations.
When a client is invited and accepts the invitation, they get access to:
- Quotes that have been sent to them and are awaiting approval
- Invoices that have been sent and are outstanding
- Milestones and Events marked as visible to clients
That's it. There is no way to accidentally assign them to a Task or give them access to any of your Projects or Accounts.
Important: Company Association
When inviting someone as a Client, you must select a client company for them. The client user will only see quotes, invoices, milestones, and events associated with that specific company. The selected company must be marked as a client and cannot be the account owner's company.
Who Can Invite Users
Not all roles can send invitations or assign every role type.
| Action | Owner | Super Admin | Manager | Accountant | Basic | Client |
|---|---|---|---|---|---|---|
| Send invitations | ||||||
| Assign Basic role | ||||||
| Assign Manager role | ||||||
| Assign Super Admin role | ||||||
| Assign Accountant role | ||||||
| Assign Client role |
Tips
- Assign the minimum role necessary. Use the Basic role for team members who only need to work on their assigned tasks.
- Use the Client role for external contacts. Clients only see their own quotes, invoices, and milestones — nothing else.
- Reserve Super Admin for trusted users. Super Admins can access and modify nearly everything in the account.
- Accountants get full financial access. If you work with an external accountant or bookkeeper, this role gives them everything they need without access to billing.
- Only the Owner can manage the subscription. No other role, including Super Admin, can view or modify subscription settings.