Small Business User Permissions

Summary: Learn how to assign small business permissions to various users within a Hubdoc organization. 

Overview: 

  • What are small business permissions?
  • How to change permissions for an existing small business user?
  • How to assign permissions for small business users? 
  • How to change permissions for an existing small business user?

What are small business permissions?

Business owners can now specify the roles and permissions for each user who has access to their Hubdoc organization – for example, employees who only need to submit documents, auditors who only need to view documents, and advisors who need to code and publish documents to the business’ general ledger.

There are three user roles:

  1. Upload Only
  2. Standard
  3. Accountant/Bookkeeper

Upload Only

The Upload Only user role is ideal for people who only need to submit source documents, but should not be able to see bank statements or other confidential documents in Hubdoc, such as an employee at a small business who needs to hand in bills and receipts. 

Users given the Upload Only role will be able to:

  • Upload documents to the business’ Hubdoc organization
  • View only the documents that they have uploaded, and not documents uploaded by other users or fetched via automated connections
  • Optional: They can also be granted the permission to publish the documents they’ve uploaded to the business’ general ledger.

Standard 

The Standard user role is ideal for people who need to upload and/or see all of the organization’s documents. 

Users given the “Standard” role will be able to:

  • Upload documents to the business’ Hubdoc organization
  • View and download all documents
  • Manage the organization’s settings
  • Optional: Publish documents to the organization’s general ledger
  • Optional: Manage automated connections
  • Optional: Manage other users

Standard users can also be granted Read Only status, which revokes all permissions except the ability to view all of the organization’s documents (i.e., ideal for auditors or those who only need to access the organization’s documents).

Accountant/Bookkeeper

The Accountant/Bookkeeper user role is ideal for administrators, accountants, bookkeepers, and/or advisors who require full access and capabilities within the business’ Hubdoc organization. This role is not customizable. 

Users given the Accountant/Bookkeeper role will be able to:

  • Upload documents
  • View all documents
  • Publish documents to the business’ general ledger
  • Manage automated connections
  • Manage other users
  • Manage organization settings

Important: If you are a small business inviting your accountant or bookkeeper, we strongly suggest that you grant them this role. This ensures that they can link your organization to their practice in Hubdoc. 

How to assign permissions for small business users

To add a user with limited permissions in your business’ Hubdoc organization:

  1. In the Hubdoc organization’s dashboard, click the gear icon.
  2. Select the Users tab.
  3. Click Invite a User.
  4. Enter the user’s email address, and select the user role you wish them to have (Upload Only, Standard, or Accountant/Bookkeeper). Adjust permissions if applicable
  5. Click Send Invite.

What happens when I invite a new user?

When you click Send Invite, an email will be sent to the address you entered when adding the new user, prompting them to create a Hubdoc account. 

Once their account is created, they will be able to access your business’ Hubdoc organization with the permissions you granted.

How to change permissions for an existing small business user

If you currently have an employee added as a collaborator in your small business’ Hubdoc organization, you can now modify their permissions:  

  1. In the Hubdoc organization’s dashboard, click the gear icon
  2. Select the Users tab.
  3. Click the ellipses (“...”) icon beside the user you’d like to update permissions for, then select Manage Permissions.
  4. Select the desired user role and modify the permissions as necessary. 
  5. Click Save Changes.

Note: there are some exceptions where collaborators’ permissions cannot be changed – please see here for more information.

To learn more about Small Business Permissions in Hubdoc, we encourage you to enroll in our free, self-paced online course. The course takes less than 30 minutes to complete. Sign up here!



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