Each workspace can have multiple collaborators, each with different role permissions and access scope. User access to the workspace is controlled by the workspace owner.
User permissions
User permissions are defined by the workspace owner at the time of user invitation and can be edited at any time. User permission is separate from access scope, which determines which reporting lines the user has access to.
- Owner: The owner is the account holder who created the workspace and to who’s subscription the workspace is linked. There can be only one owner per workspace, but ownership can be transferred to another workspace user.
- Editor: Editors can view and post data, such as transactions and documents, and perform limited additional workspace actions. This role is suitable for genuine collaborators such as bookkeepers and household members.
- Viewer: Viewers can view and export data and documents within their scope, but cannot post transactions or upload documents, other than their own User files.
Workspace actions by role
The ability to change settings and take actions within the workspace is limited by role as follows:
| Permission | Viewer | Editor | Owner |
|---|---|---|---|
| Invite/manage users | No | No | Yes |
| Manage integrations/API | No | No | Yes |
| View workspace users | No | No | Yes |
| Transfer workspace ownership | No | No | Yes |
| Deactivate/delete workspace | No | No | Yes |
| Workspace profile settings | No | No | Yes |
| Add/edit reporting lines | No | No | Yes |
| Add/edit accounts | No | Yes | Yes |
| Add/edit transactions | No | Yes | Yes |
| Upload documents | User files | Yes | Yes |
| Email documents | User files | Yes | Yes |
| Delete Worthic HQ documents | No | No | Yes |
| Rename Worthic HQ documents | No | No | Yes |
| Move Worthic HQ documents | No | No | Limited |
User scope
The workspace owner determines the reporting lines that a user has access to, at the time of user invitation and any time thereafter. This means that a user can only post data and documents to reporting lines that he has access to, and only has visibility of the data and documents of those same reporting lines.
Where an account is shared by multiple reporting lines and a user does not have scoped access to all of the reporting lines, transactions on the account relating to non-scoped reporting lines are displayed for balance reconciliation, but cannot be edited and does not display the full level of detail as for scoped access.
Only accounts used by reporting lines that a user has access to are visible to the user, and reporting excludes non-scoped reporting lines.
Document library paths of non-scoped reporting lines are not visible to the user. In the case of shared accounts between scoped and non-scoped reporting lines, user access is limited to transaction-linked documents relating to the scoped entities only, and general account-related documents such as statements are not visible or accessible.
Inviting new users and managing user access and scope
A workspace owner can invite new users, subject to plan limitations, from the account dashboard card of the workspace. Go to Settings, Users and roles. From here new invites can be sent and existing user permissions and scope edited. A list of pending invites is also displayed.