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Add a User and Manage User Rights

Updated: May 8

The Accountant Table Explained.


The Accountant Table within DataGrows is where you will set user rights and add or remove users.


This post will explain the following:


* A Note before we begin: When you first access the Accountant table, you will see that you, as the account owner, have already been added as a Super User role. Please do not change your role. Super User is the highest-ranking role in DataGrows.


How to add a user:

  • Go to the Accountant table in the Setup Department in the left navigation.


  • Click on 'ADD RECORD' in the top right corner.


  • Add a Name and Email.

  • Check the Allocate License checkbox.

  • Select the appropriate role from the dropdown. Below is a list of Roles with an explanation of each Role.

  • Save&New



User Role definitions


1. Super User:

This is the highest-ranking role. They will have access to your entire database.

They can:

  • Set up the system

  • Add and delete clients

  • Add users

  • Access all tables

  • See and manage all reports and tasks


2. Partner:

This is the second-highest-ranking role. For data protection purposes, they will have access to your entire database but cannot delete a client.

They can:

  • Set up the system

  • Add clients and users (cannot delete clients)

  • Access all tables

  • See and manage all reports and tasks


3. Team Lead:

This is for managers and team leads who need to see all task tables and review work for their team. They cannot access any billing tables or information.

They can:

  • See general reports

  • Add clients

  • Access all task tables

  • See all tasks for all users and assist with reviewing tasks


4. Accountant:

This is for accountants and all-rounders. Select this role for accountants who need to focus on completing tasks.

They can:

  • See general reports

  • Access all task tables

  • See all tasks or their own tasks only


5. Clerk:

This is for accountants and all-rounders. Select this role for staff in training or newer staff who need to focus on completing tasks.

They can:

  • See general reports

  • Access all task tables

  • See all tasks or their own tasks only


6. Assistant:

Personal Assistants or Secretaries that only need to update client information. They can:

  • Add and update clients

  • Access the Adhoc Department and My Chats

  • * This role doesn't require a license and is, therefore, free of charge. You can only have 1 assistant for every 10 paying licenses.


6. Custom:

You can set up a custom role for any of your staff. Click here to find out more.


Filter on own:


Once you have ticked the applicable groups, you will see a checkbox for 'Filter on own data'. This applies to Accountants and Custom role users.


When Checked: Users will only see tasks assigned to them.

When Unchecked: Users will see all tasks assigned to all staff.


Adjusting standard user rights & Customising user rights.





How to change a user's rights or allocate access.

  • To CHANGE rights: You can click on any Accountant/User’s record and change their user role by selecting the appropriate role from the Role dropdown.

  • If you check the 'Allocate License' checkbox, they will be granted access to the app.

  • If you are paying via Debit Order this license will automatically be added to your next billing cycle. If you are paying via PayFast, please purchase more licenses first, before trying to allocate the licenses. This post will show you how.


How to REMOVE a user:


To delete a user from the app completely, you will need to hand over all of their work first. To do this:

  • Go to the Accountant table under Setup.

  • Click on the record of the accountant you want to remove.

  • Select the accountant that will be taking over their work from the 'Reassign all clients and tasks' dropdown.



  • Save.

  • Next, check the checkbox next to the accountant's name that you want to delete.

  • Click on Actions, then Delete Selected.



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