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Add a User and Manage User Rights

Updated: Jan 5

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:

  1. How to add a user.

  2. User Role definitions

  3. How to change or remove a user's rights (delete a user)


* 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 an Admin role. Please do not change your role. Admin 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. Leave the 'Hand over all work to' field blank. This is only for when someone leaves the firm.

  • Tick the applicable checkboxes. Please note that a user can only have one role, so only tick one checkbox under the Role Section. If you hover over a role, a tooltip will pop up explaining the role.

  • Save


User Role definitions


1. Admin:

This is the highest-ranking role. 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. They can:

  • Set up the system

  • Add clients and users (cannot delete clients)

  • Access all tables

  • See and manage all reports and tasks

3. Manager:

This is for managers and team leaders. They can:

  • See general reports

  • Add clients

  • Access all task tables

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

4. Bookkeeper:

This is for accountants and all-rounders. They can:

  • See general reports

  • Access all task tables

  • See all tasks or their own tasks only

5. Assistant:

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

  • Add and update clients

  • See general reports

  • Access the Adhoc Department and My Chats

  • * This role doesn't require a license and is, therefore, free of charge.

6. Custom:


Staff will see the departments selected below.

The departments are the same as in the Menu navigation on the left of the screen.


Users assigned to the below Custom roles can:

  • Accounting: Access all tables under the Accounting department in the left navigation. As well as All Tasks Due, My Chats, Clients, Reports, Time Log and Adhoc Task department.


  • CIPC: Access all tables under the CIPC department in the left navigation. As well as All Tasks Due, My Chats, Clients, Reports, Time Log and Adhoc Task department.


  • Financials & Tax: Access all tables under the Financials & Tax department in the left navigation. As well as All Tasks Due, My Chats, Clients, Reports, Time Log and Adhoc Task department.


  • Payroll: Access all tables under the Payroll department in the left navigation. As well as All Tasks Due, My Chats, Clients, Reports, Time Log and Adhoc Task department.


  • Tax: Access all tables under the Tax department in the left navigation. As well as All Tasks Due, My Chats, Clients, Reports, Time Log and Adhoc Task department.


Filter on own:


Once you have ticked the applicable groups, you will see a checkbox for 'Filter on own data'. This applies to Bookkeepers 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.


How to change or remove a user's rights

  • You can click on any user's record and change their user role by unchecking the current checkbox and checking the new role you want to assign to them.


  • To REMOVE a user's rights: DataGrows does not allow users to delete a user completely because this will disconnect all historical data for that user. You can instead remove all access that the user has to your database. To do this, click on the user's record. Uncheck all checkboxes and click save. The user will no longer be able to access your database.


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