A business account has 3 roles: Business Admin, User Admin, and Standard User. They work the same whether the business pays for Dext or its accountant does. Here's what each role can do, and the extra options you can give a Standard User.
Note: Roles are set per account. If you belong to several business accounts, you can have a different role in each.
What can each business role do?
Business Admin
Business Admins can do everything in the account. They can:
Submit, view, edit, and publish other people's items
Add and suspend users
Change account-wide settings
Set automation rules and other advanced features
Manage the subscription
For more about automation rules, go to Rules and automation in Dext
User Admin
User Admins can do almost everything a Business Admin can. They can:
Submit, view, edit, and publish other people's items
Add and suspend users
Change account-wide settings
Set automation rules and other advanced features
Invite, disconnect, or change your accountant
User Admins can't:
Add Business Admins or change their privileges
Suspend, enable, or remove Business Admins
Buy, upgrade, or cancel the subscription
Standard User
Standard Users can submit, view, and edit their own items, and change their personal settings. They can't open the Users page, and in Business settings they only see Connections (cost and sales only) and Vehicles (their own vehicles only). In the role list, this role is called Standard.
A Business Admin or User Admin can also give a Standard User these options:
Access all documents: view and edit everyone's items
Create expense claims
Publishing permissions: No publishing, Publish items and expense claims, or Publish expense claims only
These options only apply in the account where they're set. If you belong to several business accounts, each one sets its own.
Can staff see each other's documents?
Admins see everyone's documents. Standard Users only see their own, unless an Admin turns on Access all documents for them.
You can't hide a workspace, such as Costs or Sales, from a user. The Bank workspace is the exception: only Admins can open it, so Standard Users never see the account's bank statements.
Who can approve documents?
Admins can approve anything waiting for approval. Standard Users can approve items assigned to them through an approval workflow or a one-off request. Without Access all documents, they only see items assigned to them, and the item disappears from their view once they've approved it.
To check who sent an item for approval and who approved it, open the item and go to the History tab. For more about approvals, go to How to review and approve documents in Dext
How do I make someone an admin or change their access?
A Business Admin or User Admin changes roles from the Users page. For the steps and who can change which roles, go to How to manage users and roles in your business account
If you're an accountant or bookkeeper working in a client account, go to How to change a user's role in a client account
Frequently asked questions
Can I stop someone publishing?
Yes, if they're a Standard User: set their Publishing permissions to No publishing. Business Admins and User Admins can always publish, so to stop an Admin from publishing, make them a Standard User.
Can I limit which categories or projects someone can pick?
Yes, with list visibility groups. An Admin sets them up in Business settings > Lists > List visibility, and each user only sees the categories, tax rates, products and services, payment methods, and projects in their group. Customers and suppliers can only be hidden for everyone, not per user. Go to How to manage list visibility groups in Dext