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.

This article contains the following topics. Select a link to skip straight to that section:

• What are user access levels?
• Setting a new user’s access level
• Changing an existing user’s access level
• An overview of access levels in FreeAgent

What are user access levels?

FreeAgent permission levels allow users to perform different activities and access different data in a FreeAgent account relevant to that 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, it's likely that your user access level doesn't grant permission to use that functionality. If you are unsure which user access level you have, please contact the FreeAgent account owner.  If you are a FreeAgent account owner and you work with an accountant who is a FreeAgent partner, please contact your accountant.

Please note that the universal account type doesn't include some of the complex functionality that other account types require, as detailed below.

Users with full (level 8) access 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. 

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'.

Select 'New User'.

Complete the required details for the user and 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 under the business name 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 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

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

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 and customise Cashflow

Level 7 - tax, accounting and users

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

• view subscription details and referrals
• view accounting reports
• view Radar
• view sales tax settings
• 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 the Audit Trail report
• generate a support code
• create and edit stock items 

Users with level 7 access can't post journals ❌

Level 8 - full access

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

• create and edit journal entries
• manage sales tax rates and periods
• create custom accounting categories
• create and edit users with any level of access
• add and remove account locks
• view login attempts
• cancel and edit account subscription
• purchase and manage add-ons
• reset company data
• delete all company data
• use the 'export all data' feature