Protect Business Data with Branches, Roles, and Permissions

Book Keepers help guide: Give every employee the access needed for their job without exposing unrelated financial or administrative functions.

This guide is written for company administrators, accountants, and operational users working inside the Book Keepers SaaS workspace. Menu options depend on the modules and permissions enabled for your subscription.

When to use this guide

Shared administrator accounts make it impossible to limit access or identify who changed important records. Excessive permissions also increase the impact of mistakes.

Before you begin

• List each job role and the work it must perform.
• Identify sensitive actions such as user administration, posting entries, viewing reports, and deleting records.
• Create branch records before assigning branch-related workflows.

Step-by-step workflow

1. Open Settings → Roles and create roles such as Accountant, Billing Officer, Expense Clerk, Project User, and Manager.
2. Assign only the permissions needed for each role, separating view, create, edit, delete, approval, and reporting access where available.
3. Open Settings → Users, create an individual account, and assign the correct role.
4. Test the account with a non-production example to confirm required menus are visible and restricted menus are unavailable.
5. Review users and roles whenever responsibilities or subscriptions change.
6. Deactivate access promptly when an employee or contractor leaves.

Realistic business example

An Expense Clerk can create expense records but should not manage users, subscription settings, or accounting configuration. A Finance Manager can review reports and approve financial work. Each person signs in with a separate account, preserving accountability.

How Book Keepers handles the records

Book Keepers separates company data by tenant and supports company users, roles, detailed permissions, branches, and subscription-controlled modules.

Verify the result

• Users can complete their assigned work without administrator access.
• Sensitive settings are limited to company administrators.
• Inactive employees cannot sign in.
• Role changes follow management approval and are periodically reviewed.

Common mistakes to avoid

• Sharing one administrator login across the company.
• Giving all permissions because role setup takes time.
• Creating a new role for every individual instead of each job function.
• Forgetting to remove access after a staff or responsibility change.

Recommended working routine

1. Create roles around real job responsibilities instead of individual employees.
2. Grant the minimum permissions required and separate entry, approval, and administration where possible.
3. Review access when responsibilities change and deactivate accounts immediately when staff leave.

Need access? Ask your company administrator to enable the relevant business module and permission. Do not share an administrator account between employees.