User access levels in FreeAgent

This article explains the permissions for each of the eight user access levels in FreeAgent. It also explains how to set a new user's access level and how to change an existing user’s access level.

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What are user access levels?

FreeAgent permission levels allow users to perform different activities and access different data in a FreeAgent account relevant to the access level.

It’s not possible to set specific access for individual users. If there is a specific area of the FreeAgent account you would like a user to access then you would have to assign them the relevant access level and this would mean they have access to all other sections of the account relevant to that user level.

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 under your business name and choose 'Users'.

‘Users’ button highlighted within the ‘My Company’ section of the Settings page..png

Select 'New User'.

‘New User’ button highlighted within the Users page..png

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'.

Full (level 8 ) access with list of capabilities on User Permissions page..png

Changing an existing user's access level

To change an existing user's access level, select 'Settings' from the drop-down menu under your business name and choose 'Users'.

‘Users’ button highlighted within the ‘My Company’ section of the Settings page..png

Select the relevant user's name from the list.

User name highlighted within list of Users..png

Slide the 'User Permissions' slider up or down to change the user's access level. Select 'Save Changes' to save the new permission level.

Full (level 8 ) access with list of capabilities on User Permissions page..png

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 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
  • upload files
  • enable online payment options
  • use Smart Capture

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
  • view Final Account reports and Corporation Tax returns
  • view and customise Cashflow
  • edit account settings
  • view payroll

Level 7 - tax, accounting and users

In addition to all of the above permissions, users with level 7 access can: ✅

  • view VAT returns
  • view Corporation Tax and Final Accounts Reports (limited companies only)
  • view the Tax Timeline (in both FreeAgent and supported banking apps)
  • view subscription details and referrals
  • view accounting reports
  • view Radar
  • view Insights
  • create timeslip reports for all users
  • create and edit users with level 7 access or below
  • create custom income categories
  • edit account settings
  • create and edit expenses for other users
  • view and customise Cashflow
  • view Audit Trail report
  • generate a support code
  • mark a receipt that you have captured as private
  • view payroll (unless you have an unincorporated landlord account or you’re preparing your accounts using the cash accounting basis)
  • view and edit Self Assessment tax returns 
  • create and edit stock items (unless you have an unincorporated landlord account or you’re preparing your accounts using the cash accounting basis)
  • add and edit properties (unincorporated landlords only)
  • view property profitability (unincorporated landlords only)

Users with level 7 access can't: ❌

  • file Self Assessment tax returns
  • file Corporation Tax returns
  • file Final Accounts reports
  • file VAT returns
  • create journals
  • use the 'export all data' feature

Level 8 - full access

In addition to all of the above permissions, users with level 8 access can: ✅

  • create and edit journal entries
  • create custom accounting categories
  • create and edit users with any level of access (unless the user's role is set to 'Accountant')
  • manage and file VAT returns
  • file Self Assessment tax returns (if available)
  • manage and file Final Accounts reports
  • file Corporation Tax returns
  • view and edit VAT registration settings
  • add and remove account locks
  • view login attempts
  • pay bills using Payit (unless the user's role is set to 'Accountant')
  • cancel and edit account subscription
  • purchase and manage add-ons
  • reset company data (unless the user's role is set to 'Accountant')
  • delete all company data
  • use the 'export all data' feature
  • run and file payroll (unless you have an unincorporated landlord account or you’re preparing your accounts using the cash accounting basis)
  • view and edit payslips (unless you have an unincorporated landlord account or you’re preparing your accounts using the cash accounting basis)

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