Every Dext user is assigned a specific role with designated permissions, which determine the level of access they have to various features within their Dext account.
A user’s level of access is determined when they’re added to a Dext account and can be edited at any time by the account administrator.
Important: The Expense approver role has been phased out. For Business users it has been replaced by the ‘Standard user’ role, which can have additional permissions for managing all documents in their business, or publishing items. Please see Business Roles for further details.
- Practice Roles
- Editing a Practice Colleague’s Roles & Permissions
- Business Roles
- Editing a Business User’s Roles & Permissions
Practice Roles
Colleagues in an accounting or bookkeeping practice account can be assigned one of the following three roles, which will determine their access to the practice workspace, your practice’s bookkeeping space and their publishing permissions:
Practice Admin: can do everything in the account and in the practice business.
Client Admin: can do everything on practice level. On organisation level they can do everything except:
- Create and update existing users with the Practice admin role, only the client admin and standard user roles
- Manage subscription – purchase, upgrade
- They cannot suspend/enable/remove Practice admins
They also have additional custom permissions for the business of the practice:
- Manage practice’s business – if this is ON, then the user can see all items in the business of the practice, can create expense claims and can publish
- Access all documents – If this is ON, then the user can view and edit all items in the business.
- Create expense claims – this is applicable only if Manage business is OFF. When create expense claims is ON, then the user can create expense claims
- Publishing permissions – this is applicable only if Manage business is OFF. Publishing permission is one of: can publish all items, can publish expense claims only and cannot publish
Standard Users: can only view their own clients and cannot manage anything on practice level. They have additional optional permissions for adding new clients and accessing practice insights.
They also have additional custom permissions for the business of the practice:
- Manage practice’s business – if this is ON, then the user can see all items in the business of the practice, can create expense claims and can publish
- Access all documents – If this is ON, then the user can view and edit all items in the business.
- Create expense claims – this is applicable only if Manage business is OFF. When create expense claims is ON, then the user can create expense claims
- Publishing permissions – this is applicable only if Manage business is OFF. Publishing permission is one of: can publish all items, can publish expense claims only and cannot publish
Editing a Practice Colleague’s Roles & Permissions
To edit a practice colleague’s role and permissions:
- Go to Team in the sidebar
To access this area in the legacy Dext experience, go to My Team in the sidebar.
- Then, next to the relevant colleague, click the Manage button, then Edit privileges
- Select the desired role and set additional permissions, and when ready click Save.
Business Roles
Users in a business account can be assigned one of the following three roles:
Business Admins: can do everything in the account
User Admins: can do everything on business level (manage all financial data). On organisation level they can do everything except:
- Manage subscription – purchase, upgrade, cancel
- Create users or update existing users with role – Business admin. They can only create users with roles – User admin and Standard. They cannot suspend/enable/remove business admins
Standard Users:can only view their own items by default. Standard users can have the following custom permissions:
- Access all documents – If this is ON, then the user can view and edit all items in the business.
- Create expense claims – When create expense claims is ON, then the user can create expense claims
- Publishing permissions – Publishing permission is one of: can publish all items, can publish expense claims only and cannot publish
Editing a Business User’s Roles & Permissions
To edit a business user’s role and permissions:
- Go to Users in the sidebar
To access this area in the legacy Dext experience, go to Users in the sidebar.
- Then, next to the relevant user, click the Manage button, then Edit privileges
- Select the desired role and set additional permissions, and when ready click Save.
