FreeAgent permission levels allow users to perform different activities and access different data in a FreeAgent account.
If you can't perform a particular function in FreeAgent, such as creating journal entries or running payroll, it's likely that your user access level doesn't grant permission to use that functionality. Please note that the unincorporated landlord account type doesn't include some of the complex functionality that other account types require, as detailed below.
Users with full (level 8) access, or your accountant (if you work with an accountant who is a FreeAgent partner) can set or modify all user access levels. A user with level 7 access can add new users and edit existing users with level 7 access or below, but can’t add or edit users with a permission level greater than their own. Please note that users cannot modify their own access level, and only an accountant who is a FreeAgent partner can modify the user permissions of the account owner.
Setting a new user's access level
To set a new user's access level, select 'Settings' from the drop-down menu in the top-right and choose 'Users'.
Select 'New User'.
Complete the required details for the user. You won’t need to enter a National Insurance (NI) number, date of birth or mileage figure if you're adding your accountant as a user.
Next, select the appropriate access level using the 'User Permissions' slider. When you're happy with the information you've entered and the access level you've set for the user, select 'Create new user'.
Changing an existing user's access level
To change an existing user's access level, select 'Settings' from the drop-down menu in the top-right and choose 'Users'.
Select the relevant user's name from the list.
Slide the 'User Permissions' slider up or down to change the user's access level. Select 'Save Changes' to save the new permission level.
An overview of access levels in FreeAgent
Below is a breakdown of permissions for each access level in FreeAgent.
Level 0 - no access
Users with level 0 access cannot log in to FreeAgent at all.
Level 1 - time
Users with level 1 access can: ✅
create and edit their own timeslips
create their own timeslip reports
create and edit their own tasks
Users with level 1 access can't: ❌
see billing rates or any other financial information
Level 2 - my money
In addition to all permissions from level 1, users with level 2 access can: ✅
create and edit their own expenses
upload attachments to expenses
view their own salary and payslips (if applicable)
view and download their own dividends (if applicable)
Users with level 2 access can't see billing rates or any other financial information. ❌
Level 3 - contacts and projects
In addition to all of the above permissions, users with level 3 access can: ✅
create and edit contacts
create and edit projects
Users with level 3 access can't: ❌
see any invoices, expenses or bills not related to a particular project
view the details of expenses, bills and bank transactions linked to projects
Level 4 - invoices, estimates and files
In addition to all of the above permissions, users with level 4 access can: ✅
create and edit invoices and estimates
create and edit email templates
enable online payment options
Users with level 4 access can't see purchases or bank transactions. ❌
Level 5 - bills
In addition to all of the above permissions, users with level 5 access can create and edit bills. ✅
Users with level 5 access can't see bank transactions. ❌
Level 6 - banking
In addition to all of the above permissions, users with level 6 access can: ✅
create and edit bank accounts
import and explain bank transactions
enable and disable bank feeds (if available)
Users with level 6 access can't see accounting reports. ❌
Level 7 - tax, accounting and users
In addition to all of the above permissions, users with level 7 access can: ✅
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