User access levels in FreeAgent

This article explains the permissions for each of the eight user access levels in FreeAgent and how to set a user's access level.

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 posting journal entries or running payroll, it's likely that your user access level doesn't grant permission to use that functionality. Only the FreeAgent account owner or your accountant (if your account is managed by a FreeAgent-friendly accountant), can set or modify user access levels.

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 corner and choose 'Users'.

Select 'New User'.

Complete the required details for the user. You won’t need to enter a National Insurance 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
• see payslips
• see expenses

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 previous 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 previous permissions, users with level 4 access can: ✅

• create and edit invoices and estimates
• create and edit email templates
• upload files
• enable online payment options

Users with level 4 access can't see purchases or bank transactions. ❌

Level 5 - bills

In addition to all previous 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 previous permissions, users with level 6 access can: ✅

• create and edit bank accounts
• import and explain bank statements
• set up bank feeds (if available)

Users with level 6 access can't see accounting reports. ❌

Level 7 - tax, accounting and users

In addition to all previous permissions, users with level 7 access can: ✅

• view VAT returns, Corporation Tax (limited companies only) and Tax Timeline
• view subscription details and referrals
• view payroll
• view and edit Self Assessment tax returns
• view accounting reports
• view Radar
• create timeslip reports for all users
• create and edit users
• create and edit stock items
• edit account settings
• create and edit expenses for other users

Users with level 7 access can't: ❌

• file Self Assessment tax returns
• file VAT returns
• post journals
• use the 'export all data' feature
• view Final Accounts reports

Level 8 - full access

In addition to all previous permissions, users with level 8 access can: ✅

• create and edit journal entries
• run and file payroll
• manage and submit VAT returns
• file Self Assessment tax returns (if available)
• view Final Accounts reports
• reset company data (unless the user's role is set to 'Accountant')
• delete all company data
• use the 'export all data' feature