Your practice has 3 roles: Practice Admin, Client Admin, and Standard User. A colleague's role decides what they can do in the practice and in your practice's own business account, where you do your own bookkeeping. Here's what each role can do, and how to change a colleague's role.
What can each practice role do?
Practice Admin
Practice Admins can do everything in the practice and in your practice's own business account. They can:
Add, manage, and see all clients
Access Practice Insights
Submit, view, edit, and publish other people's items in your practice's own business account
Create and approve expense claims in your practice's own business account
Add and suspend users
Change account-wide settings
Set automation rules and other advanced features
Manage the subscription
Client Admin
Client Admins can do almost everything with clients, but have limited access to your practice's own business account. They can:
Add, manage, and see all clients
Access Practice Insights
Add and suspend users
Change their personal settings
In your practice's own business account, Client Admins can submit, view, and edit their own items. You can give them more with optional permissions.
Client Admins can't:
Add Practice Admins or change their privileges
Suspend, enable, or remove Practice Admins
Buy or upgrade the practice subscription
Standard User
Standard Users can view and manage their own clients and change their personal settings. They can't change practice settings or open the Team page. In the role list, this role is called Standard.
A Practice Admin or Client Admin can also turn these on for a Standard User:
Add client accounts
Access Practice Insights
Practice Admins and Client Admins have Practice Insights by default. Some insights also depend on your plan. For details, go to What are Insights in Dext?
In your practice's own business account, Standard Users can submit, view, and edit their own items. You can give them more with optional permissions.
What extra access can I give staff for our own bookkeeping?
You can give Client Admins and Standard Users extra permissions in your practice's own business account. In the Edit privileges window, you'll find them under When doing internal bookkeeping for your practice:
Access Data Health & Insights: use Data Health & Insights in your practice's own business account. This doesn't change their access for clients.
Manage the practice's business: view all items, create expense claims, publish, and manage the account settings.
Access all documents: view and edit every colleague's items. Only available when Manage the practice's business is off.
Create expense claims: only available when Manage the practice's business is off.
Publishing for your internal bookkeeping: only available when Manage the practice's business is off. Choose No publishing, Publish items and expense claims, or Publish expense claims only.
For clients, it works differently: Client Admins get Data Health & Insights by default, and Standard Users need Data Health access to each client. For what Data Health & Insights includes, go to What is Data Health & Insights?
Does my practice role change my access to clients?
Not inside them. In any client account you can open, you act as an Admin, regardless of your practice role. Changing a colleague's practice role doesn't change what they can do in the client accounts they already work in.
Your practice role does decide which clients you see: Practice Admins and Client Admins can work on every client by default. To choose which clients a colleague works on, go to How to manage a colleague's access to clients
To manage the users in a client account, go to How to change a user's role in a client account
How do I make a colleague an admin or change their access?
Change a colleague's role from the Team page:
Go to Team > Colleagues in the sidebar.
Select Manage next to the colleague.
Choose Edit privileges.
Choose the role and permissions, then select Save.
Only a Practice Admin can change another Practice Admin's role.
How do I let someone add practice users without seeing our practice's documents?
Make them a Client Admin, and leave Manage the practice's business and Access all documents off. They can then add and manage Standard Users and other Client Admins in your practice, but they won't see your practice's own documents, such as its archive and pending items.
This doesn't work for Practice Admins, who always see everything in your practice's own business account. Client Admins still see all clients by default.
Why can't I change a colleague's role?
There are 3 common reasons:
They’re the account owner. You can’t change the owner’s role or privileges in Dext. Their role shows as Owner on the Team page. To make someone else the owner, go to How do I change the practice account owner? below.
They’re a Practice Admin and you’re a Client Admin. Only a Practice Admin can change another Practice Admin’s role.
They have Payments access. If you see a message that the colleague has access to payments, remove their Payments access first, then change their role.
How do I change the practice account owner?
Only our support team can do this for you. The account owner is usually the first user added to the practice. You can't deactivate or remove them, or change their privileges yourself.
The new owner must already be a colleague in your practice. If they aren't, add them first: How to add colleagues to your practice account
Then contact our support team with:
The new owner's name and email address
Your confirmation that we can copy the current owner into the conversation for visibility.
Once we've changed the owner, you can remove the former owner. Go to Team > Colleagues, select Manage next to them, then select Remove colleague. For more, go to How to remove a colleague from your practice account
How do I check my practice role?
Go to Team > Colleagues. The Role column shows everyone’s role, including yours, and the account owner’s role shows as Owner. If there’s no Team in your sidebar, you’re a Standard User.
In client accounts, you're always an Admin, whatever your practice role.