Security · Track 2 · Tutorial 1 of 3

Give each person the right access

Everyone signs in with their own account, so every entry and change carries their name. The role decides what they can see and do, and it is given one organisation at a time.

You will needAn Administrator of Your Group. A paid plan: the Free plan doesn’t include User Deployment.

By the endYour controller added to Your Group as a Journals & Eliminations Admin, and your board members as Report Viewers.

1Choose the role from the job

Administrator	Full system access: configuration, data loading, reporting, dashboards, journals and user management. Only Administrators see User Deployment, the System Audit Trail and the Lock button. Assign sparingly.
Report Viewer	Views reports and dashboards. Can’t change data, post entries or change settings. For the board, investors and managers.
Data Loading Admin	Uploads trial balances and other data, manages data sources and runs syncs. Doesn’t see reports or dashboards.
Journals & Eliminations Admin	Creates, edits and approves journals and eliminations, and opens Month End Status and the Elim. & Journals Report. Doesn’t see reports or dashboards.
Dashboard Admin	Views reports, and builds and changes dashboards.
Report Admin	Views reports, and builds and changes reports.

A person can hold more than one role on the same organisation: add a second deployment with the other role.

2Know where the access applies

Access is given to one organisation. Someone added on Your Group can work with the group’s consolidated figures. To load data or work on Demo Sales Company’s own figures, they also need adding on Demo Sales Company. Apart from the account owner, nobody can open a company they aren’t deployed on.

Select the organisation in the entity selector before you open User Deployment: the page shows and changes access for that organisation only.

3Invite the person

Select Your Group, and open Settings → Organisation Settings → User Deployment.
Click Add Deployment.
In Email address, type their work email.
Under Access role, choose the role, such as Journals & Eliminations Admin.
Click Add deployment.

Their email (1), the role (2), and Add deployment (3).

Someone new to BrizoConsol gets a Welcome to BrizoConsol email with a temporary password. Someone who already has an account gets no email: Your Group simply appears in their entity selector.

4Keep the list right

Change a role	Click the edit icon on the row, choose the new role and click Save changes.
Send the invitation again	Click the envelope icon (Resend invitation). It shows only until the person activates their account. A new temporary password is issued and the previous one stops working.
Remove access	Click the delete icon and confirm with Delete Access. Do it on every organisation the person was added on.

User Deployments: pat@example.com as Administrator, controller@example.com as Journals & Eliminations Admin with Resend invitation, Edit and Delete, and board@example.com as Report Viewer — Resend invitation (1), Edit (2), Delete (3), and search (4).

Use the search box and the All roles list to find people. Every deployment saved or removed is recorded in the System Audit Trail as settings.user_deployment_saved or settings.user_deployment_removed, with who did it.

Check

The person appears in the list with the role you chose, and after signing in sees Your Group in the entity selector and only the menus their role allows.

5If something goes wrong

What you see	What to do
Subscribe to Deploy Users covers the page	The Free plan doesn’t include User Deployment. Subscribe to add users.
Add Deployment is greyed out, with Paid version is required to deploy to users.	The plan can’t add users. Upgrade the subscription.
Cannot add users	The plan’s user limit is reached. Giving another role to someone who already has access still works.
This user has already activated their account, so the invitation cannot be re-sent.	They already have a password. If they have lost it, they can reset it from the sign-in page.
The person can’t see a company	They are deployed on the group only. Add them on that company too.

Want more detail? See the documentation

User Deployment Sign Up & Log In System Audit Trail

Next in Who can do what Control what AI clients and integrations may do All tutorials