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Invite people and set roles

What this is for

Give coworkers a login so they can work in your company — invoices, cases, stock — without sharing the owner account. You pick a Role so they only see what that role is allowed to see.

Concepts

An Employee is a person who signs in to your EpicBiz company. It is not a customer contact.

The person who registered is the owner. On Employees their Role shows as Administrator. You cannot switch that off or assign them a different role.

A Role (also called a Group on Security) is a named set of permissions. system roles ship with the product (you cannot edit or delete them). custom roles are ones you add.

Location is which of your company addresses they work from (office, warehouse). Home Address is theirs.

After you click Add, they get an email with a link. They land on Activate Account, choose a Password, then Log in. That path is in Activate your account.

How many people you can add is a Users limit on your plan. If you hit it, upgrade the plan.

This article describes roles as they work today. A finer permission model is planned; do not expect that UI yet.

Before you start

  • You can Log in as the owner (or someone who can open Company Settings).
  • You have at least one company Address (from signup or Set up your company) to use as Location.
  • You have room under the plan’s Users limit. If not, Change your plan first.

Steps

Add an employee

  1. Click the gear. On Company Settings, open Employees (person icon in the toolbar), or click Review users and contact information. Add as needed on Configuration Tasks.
  2. Click the plus (Add Employee).
  3. In Add New Employee, enter First Name, Last Name, Email, Role (Select Role), Work Phone Number, and Location. Cell Phone Number and Home Address are optional. Tick Billing Notices, Support Notices, Marketing Notices, and General Notices if they should get those emails.
  4. Click Add. They appear on Employees. Tell them to open the activation mail and set a password.
  5. Back on Dashboard, tick Review users and contact information. Add as needed when the list looks right.

Change what a role can do

  1. Open Security (lock icon in the Company Settings toolbar). You see Security Configuration.
  2. On Groups, review Role Name and Scope. To add a role, click the plus (Add Role). In Add a New Role, enter Group Name and click Add. Only custom rows get pencil and trash.
  3. Open System Access. Click a group name on the left. Under Dashboard Modules and Configuration, tick the rows that role should see. Changes apply when you tick them.
  4. To change someone’s role later: on Employees, Edit Employee, choose Role, click Update. (The owner’s role stays Administrator.)

What happens next

If they will bill or stock goods, finish Set up your company and tax / point of sale as needed, then Add a customer.

To add more people than the plan allows, Change your plan.

If something looks wrong

  • Resource limited / Looks like you have run out of users in your plan. Click Please Upgrade (or Close and upgrade from Your subscription).
  • They never get the mail. Ask them to check spam. You can open Edit Employee and click Reset Password so they get a new message.
  • You cannot disable the owner on Employees. That switch is only for other people (Click to change status).
  • The Add Employee plus does nothing useful except the limit dialog. You are at the Users cap.