Help centreYour team
Adding someone to your team
Updated 7 September 2026·3 min read
You invite people by email and give them a role. The role decides what they can see, and you can change it or remove them at any point.
Send the invitation
- 1Enter their email and pick a role
Choose the smallest role that lets them do their job. It is easy to give somebody more later, and awkward to explain why they could see the payroll.
Invite somebodyEmailhannah@northgatedigital.co.ukRoleApprover - 2They accept and set their own password
The invitation goes to that address and only that address. They create their own sign-in, so nobody is ever sharing a login.
What each role can do
Owner
Everything, including billing and adding or removing people. Somebody has to be this.
Admin
The same access as an owner across the company, including settings, users and billing. Give it to somebody you would trust with the bank statements.
Approver
Sees and acts on approvals, and nothing else. The right role for a director who signs things off but does not want the rest of it.
Viewer
Can look at transactions, approvals, invoices and reports, and can change none of them. This is the one to give an outside accountant or a nervous new starter.
Employee
No access to the company's books at all. Used for people who submit expenses rather than keep the accounts.
Access is enforced underneath the app
Roles are not just hidden menus. The database itself refuses to return rows somebody's role does not cover, so a person cannot reach data by guessing a link.
Changing or removing access
Change somebody's role and it applies immediately. Remove them and they lose access at once, while everything they did stays on the record: an audit trail with people deleted out of it is not an audit trail.
People with access
You
tj@northgatedigital.co.uk
Owner
Hannah Byrne
Accepted 2 Sep 2026
Approver
Priya Shah
Invitation sent, not accepted
Viewer
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