Access Levels & Permissions

An access level is a named set of permissions, such as “Accountant” or “Store Manager”. You give an access level to a user, or to a group of users, and they can do exactly what it allows.

Who access levels apply to

• Owners and Admins can always do everything. Access levels don’t limit them.
• Employees and Collaborators can only do what their access level, or their groups’ access levels, allow.

Where to find it

• Security → Access Levels: create and edit access levels.
• Security → Groups: share an access level across a team.

Create an access level

New organisations don’t have any access levels, so you’ll need to create your own.

1. Click New.
2. Enter a Name, e.g. “Accountant”. Each name must be unique.
3. Tick the permissions you want. Use the search box, or Select all / Clear for a whole area.
4. Click Create.

Some permissions depend on others. For example, you can’t manage accounts without being able to list them. Ticking a permission ticks the ones it needs, and unticking one unticks the permissions that depend on it.

Changes to an access level apply to everyone who has it. People who are already signed in may need to refresh the page to see the change.

Give an access level to people

One person: open them in Security → Users, click Edit next to Access level, and choose one. See Users.

A team, using groups:

1. Go to Security → Groups and click New.
2. Enter a Name, e.g. “Finance”, and choose an Access level.
3. Open the Members tab and click Add member. You can only add people who have already joined. People with a pending invitation won’t appear.

Deleting a group can’t be undone. Its members lose the permissions they got from it, and any groups inside it move to the top level.

When someone has more than one

• A personal access level always wins. If someone has their own access level, their groups’ access levels are ignored.
• With no personal level, a person in several groups gets every permission from all their groups combined.
• Groups can sit inside other groups to keep things organised, but a parent group’s access level is not passed down to members of the groups inside it.

Approving documents

People with Decide Approvals see Operations → Approvals, which has two tabs:

• Waiting on me: requests you need to decide on. Click Approve (you can add a note) or Reject. You must give a reason to reject. Approving the last step posts the document automatically.
• My requests: requests you’ve submitted. You can Cancel one while it’s still pending.

You can’t approve your own request.

Permission reference

These are the permissions on the access level screen, grouped under the same headings.

Accounting

Permission	What it allows
List Accounts	View the chart of accounts.
Manage Accounts	Create or update accounts in the chart of accounts.
List Tax Rates	View tax rates.
Manage Tax Rates	Create, update, or delete tax rates.
List Exchange Rates	View exchange rates.
Manage Exchange Rates	Record new exchange rates. These affect how every foreign-currency document is converted.
List Price Lists	View price lists and their per-product prices.
Manage Price Lists	Create, rename, or delete price lists, set product prices, and assign lists to customers and vendors.
Set Default Currency	Set the default currency for the organisation.
Set Costing Method	Set the inventory costing method for the organisation.
List Journal Entries	View journal entries and account balances.
Adjust Journal Entries	Make stock adjustments at a location.
List Expenses	View expenses.
Manage Expenses	Create, edit, or delete expenses. Every change is recorded in your books.
List RFQs	View requests for quote, their items, and recipients.
Manage RFQs	Create, send, close RFQs, and link or decline recipient responses.
Manage RFQ Settings	Change how RFQs are numbered.
Manage Bank Details	View, add, edit, and delete bank details for the organisation and its business entities.

Workspace

Permission	What it allows
List Entities	View customers and vendors.
Manage Entities	Create, update, or delete customers and vendors.
List Products	View products.
Manage Products	Create or update products and change their status.
List Schedules	View reusable recurrence schedules.
Manage Schedules	Create, update, or delete reusable recurrence schedules.

Inventory

Permission	What it allows
List Locations	View locations and their status.
Manage Locations	Create, update, or change the status of locations.
List Devices	View devices and their status.
Manage Devices	Add point-of-sale devices and pair them.
List Operators	View operators and their status.
Manage Operators	Create operators, deactivate them, and reset their PINs.
List Stock Levels	View product stock levels per location, including reorder thresholds and low-stock alerts.
Manage Stock Levels	Set on-hand quantities and reorder levels.
List Stock Takes	View stock takes and their counts.
Manage Stock Takes	Start, count, complete, or cancel stock takes. Completing one records any differences in your books.
List Stock Movements	View the stock movement history for products and locations.
Manage Stock Movements	Send, accept, reject, and cancel stock transfers between locations.
Cross-Organisation Stock Transfers	Send stock to, or accept it from, a related organisation (parent, child, or sibling). You also need Manage Stock Movements.

Security

Permission	What it allows
Manage Access Levels	Create, update, and delete access levels.
List Groups	View groups and their members.
Manage Groups	Create, update, and delete groups and their members.
List User Locations	View which locations each user is assigned to.
Manage User Locations	Assign users to locations, individually or with all sub-locations.
Invite Users	Invite users to the organisation by email.
Impersonate	Use Homwe as another user with a lower role, to check what they can see. Everything you do is recorded under both names.
List Users	View the list of users.
List Approvals	View approval requests and their chains.
Decide Approvals	Approve or reject approval requests designated to you.
Manage Approval Rules	Create, update, and delete the organisation’s approval rules.
View Audit Log	See the Audit Trail tabs showing who created, changed, or deleted records.

Reports

Permission	What it allows
View Trial Balance	View the trial balance.

Organisation

Permission	What it allows
Manage Subsidiaries	Create subsidiary organisations beneath this one and manage their ownership stake.
Delete Subsidiaries	Permanently delete a subsidiary organisation together with all of its data.
Run Readiness Checks	See the setup checklist and run its one-click fixes, such as setting a default currency, adding a location and tax rate, and restoring missing starter accounts.

Point of Sale

Permission	What it allows
Submit POS Transactions	Submit completed point-of-sale sales from a paired device.

Operations

Permission	What it allows
List Job Cards	View job cards, their materials, and their time log.
Manage Job Cards	Create job cards from sales orders, record materials and time, and move them from Draft to Completed.
Manage Job Card Settings	Change how job cards are numbered.

Sales

Permission	What it allows
View Sales Quotations	View Sales Quotations, including line items.
Manage Sales Quotations	Create or update Sales Quotations.
Link Sales Quotations	See Sales Quotations linked to other documents and link them to related documents.
Manage Sales Quotations Settings	Configure Sales Quotations settings such as reference numbering and the document header.
View Sales Orders	View Sales Orders, including line items.
Manage Sales Orders	Create or update Sales Orders.
Link Sales Orders	See Sales Orders linked to other documents and link them to related documents.
Manage Sales Orders Settings	Configure Sales Orders settings such as reference numbering and the document header.
View Sales Invoices	View Sales Invoices, including line items.
Manage Sales Invoices	Create or update Sales Invoices.
Link Sales Invoices	See Sales Invoices linked to other documents and link them to related documents.
Manage Sales Invoices Settings	Configure Sales Invoices settings such as reference numbering and the document header.
Post Sales Invoices	Post Sales Invoices to your books. Posting is permanent and the document can no longer be changed.
View Sales Receipts	View Sales Receipts, including line items.
Manage Sales Receipts	Create or update Sales Receipts.
Link Sales Receipts	See Sales Receipts linked to other documents and link them to related documents.
Manage Sales Receipts Settings	Configure Sales Receipts settings such as reference numbering and the document header.
Post Sales Receipts	Post Sales Receipts to your books. Posting is permanent and the document can no longer be changed.

Purchases

Permission	What it allows
View Purchase Quotations	View Purchase Quotations, including line items.
Manage Purchase Quotations	Create or update Purchase Quotations.
Link Purchase Quotations	See Purchase Quotations linked to other documents and link them to related documents.
Manage Purchase Quotations Settings	Configure Purchase Quotations settings such as reference numbering and the document header.
View Purchase Orders	View Purchase Orders, including line items.
Manage Purchase Orders	Create or update Purchase Orders.
Link Purchase Orders	See Purchase Orders linked to other documents and link them to related documents.
Manage Purchase Orders Settings	Configure Purchase Orders settings such as reference numbering and the document header.
View Purchase Invoices	View Purchase Invoices, including line items.
Manage Purchase Invoices	Create or update Purchase Invoices.
Link Purchase Invoices	See Purchase Invoices linked to other documents and link them to related documents.
Manage Purchase Invoices Settings	Configure Purchase Invoices settings such as reference numbering and the document header.
Post Purchase Invoices	Post Purchase Invoices to your books. Posting is permanent and the document can no longer be changed.
View Purchase Receipts	View Purchase Receipts, including line items.
Manage Purchase Receipts	Create or update Purchase Receipts.
Link Purchase Receipts	See Purchase Receipts linked to other documents and link them to related documents.
Manage Purchase Receipts Settings	Configure Purchase Receipts settings such as reference numbering and the document header.
Post Purchase Receipts	Post Purchase Receipts to your books. Posting is permanent and the document can no longer be changed.

Posting is permanent

Posting a document freezes it and writes it to your books for good. Only give the Post permissions to people you trust to check documents first. You can also add an approval step under Settings → Approvals.