Cybooks

Invite team members

This guide explains how to invite users to your Cybooks organisation, assign roles, and manage permissions.

Every person who needs access to your Cybooks organisation must be invited by an existing user with the right permissions. When you invite someone, they receive an email with a link to create their account. You control what each person can do by assigning them a role.

Invite a user

  1. Go to Settings, then select Users & Permissions from the sidebar.

  2. In the Users section, click Invite user.

  3. Enter the person's email address in the Email field.

  4. Select a Role from the dropdown to assign to this user.

  5. To invite multiple people at once, click Add email and repeat steps 3--4 for each person.

  6. Click Invite.

Cybooks sends an invitation email to each address. The invitation appears in the Inviting emails section at the bottom of the page until the person accepts.

Invite an accountant

You can invite one external accountant to your organisation. The accountant role gives your accounting firm access to your books.

  1. Go to Settings, then select Users & Permissions from the sidebar.

  2. In the Accountant section, click Invite accountant.

  3. Enter the accountant's email address and select the Accountant role.

  4. Click Invite.

Only one accountant can be connected to your organisation at a time. If an accountant is already linked, the Invite accountant button is disabled.

Change a user's role

  1. Go to Settings, then select Users & Permissions from the sidebar.

  2. In the Users section, find the user and click the edit icon.

  3. In the User Roles section, select or change the roles using the Roles dropdown.

  4. Click Save.

You cannot change your own role. Primary Admin users cannot be edited by other Admin users.

Remove a user

  1. Go to Settings, then select Users & Permissions from the sidebar.

  2. In the Users section, find the user and click the delete icon.

  3. Enter the user's first name to confirm, then click delete.

You cannot remove yourself. If there is only one Primary Admin, that user cannot be removed.

To cancel a pending invitation instead, find the email in the Inviting emails section and click the delete icon.

Create a custom role

The built-in roles (Primary Admin, Admin, Accountant) cannot be edited. To give users more specific access, create a custom role.

  1. Go to Settings, then select Users & Permissions from the sidebar.

  2. In the Roles section, click Create role.

  3. Enter a Name and Description for the role.

  4. In the Permissions grid, tick the checkboxes for each permission you want to grant:

    • View -- the user can see the data
    • Create -- the user can create new records
    • Update -- the user can edit existing records
    • Delete -- the user can remove records
    • All -- selects all permissions for that row

  5. Click Save Role.

The new role is now available when inviting users or editing an existing user's role.

Edit or delete a custom role

  1. Go to Settings, then select Users & Permissions from the sidebar.

  2. In the Roles section, click the edit icon next to the role you want to change.

  3. Update the Name, Description, or Permissions as needed.

  4. Click Save Role.

To delete a custom role, click the delete icon next to it. You can only delete a role if no users are currently assigned to it. Built-in roles cannot be edited or deleted.

Frequently asked questions

What are the built-in roles? Cybooks comes with three built-in roles: Primary Admin has full access and cannot be restricted, Admin has full access and can manage users, and Accountant is for your external accounting firm. These roles cannot be edited.

What happens when someone accepts an invitation? The invited person receives an email with a link to create their Cybooks account. Once they register and accept, they appear in the Users list with their assigned role. The invitation is removed from the Inviting emails section.

Can I invite someone who already has a Cybooks account? If the email address is already associated with an existing Cybooks account, the invitation will not be sent and the email will be flagged as already existing.

How many users can I invite? There is no limit on the number of Admin or custom-role users. However, you can only have one Accountant connected to your organisation.

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