Managing Users and Roles

DEAR offers fine-grained control over user permissions. Invite users to the system, grant full or read-only permission to the different features and modules, and create roles with pre-defined permissions to assign to users. For features where it is not possible for the user to edit, full access replaces read-only access (e.g. can see User Audit Report). 



Table of Contents


The Master User Account

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When you set up your own DEAR account, by default, you are assigned full permission to use the system. As the master user, you can invite other users to the system via the Users & Roles page. From the same page, you can also create roles with the permissions already set up. You can then just assign users to these roles once they've signed up and created their own accounts with DEAR.


The master sets permissions and restrictions for all other users. The master user can also lock another user or restrict any type of access to DEAR. This can be useful if employees are on leave for a long time and you want to limit their access to the system.


Lock and prevent a user from accessing DEAR

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Only a master user can lock other users from using the system. Master users also cannot lock themselves from the system. 


To lock a user:

  1. Navigate to Settings -> Users & Roles.

  2. On the Users & Roles page, click the user's name on the list. 

  3. On the user's Details page, click the Lock User button to the right of the account name.



Inviting users and advisers

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Before anyone in your organisation can access DEAR, you need to invite them to become a DEAR user. Aside from the account owner/master user, other DEAR users with full access to the Users & Roles page can perform this operation.


After sending the invitation, you can choose to assign permissions and/or roles to the user or wait for the user to accept the invitation prior to assigning permissions and/or roles. By default, new users have all permissions set to full access. 


Aside from users, you can also invite advisers to your DEAR account. Advisers are registered DEAR partners – accountants, bookkeepers and financial advisers who use DEAR to provide better service to their clients. Inviting an adviser to your organisation gives the adviser access to the account. The adviser will have the same permissions as the master user and full ability to manage DEAR for your organisation. 


Invite a User:

  1. Navigate to Settings -> Users & Roles.
  2. On the Users & Roles page, click Invite a User.



  3. On the Invite New User window, enter the user's email address, then click Send.


Invite an Adviser:

  1. Navigate to Settings -> Users & Roles.
  2. On the Users & Roles page, click Invite an Adviser.



  3. On the Invite an Adviser window, enter the adviser's email address, then click Send.



Set User Permissions

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After a user accepts your invitation, the user is added to the list of users on the Users & Roles page. Click the user's name to view their special and effective permissions. If a role or roles have been assigned to the user, the user inherits the permissions from the role. If no role has been assigned, the user by default has full access to all features. Set special permissions to change user permissions and override role permissions.


NOTE: If N/A is selected in the special permissions field and a role is assigned to the user, the effective permission is the role permission. If no role is assigned and N/A is chosen as the special permission, the effective permission is No Access. If more than one role is assigned to the user, the user inherits the highest level of access from those roles. 


To set special permissions for a user:

  1.  Navigate to Settings -> Users & Roles.

  2. On the Users & Roles page, click the user's name on the list.    

  3. On the user's Details page, select the access to be given to the user (Full Access, Read-Only, No Access, N/A) for each DEAR module. See User permissions explained for details about what each permission allows.



  4. Click Save.



Manage Roles

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Roles make setting permissions for your users more convenient. With roles, you can set up permissions just once, then assign your users to a role. For example, you might set up roles for your various line departments (Sales, Management, Warehouse) so that you can just add designated users from within the department to the role. You can assign more than one role to a user.


Create a Role

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  1. Navigate to Settings -> Users & Roles.
  2. On the Users & Roles page, click the +Role button.
  3. Enter the role name on the box, then click Add to add the role to the list of roles.


Grant Permissions to a Role

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After creating a role, you can grant permissions to it. These permissions will be inherited by any user you assign to the role. See User permissions explained for details about what each permission allows.

  1. Navigate to Settings -> Users & Roles.
  2. On the Users & Roles page, select the role from the list.
  3. On the role's Details page, click either Grant full access or Grant read-only access to assign either full or read-only DEAR access to the role. To grant fine-grained access to specific modules within DEAR, you may also check the boxes under the Full Access and Read-only access columns for these modules.



  4. Click Save.


Assign a User to a Role

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Once permissions have been assigned to a role, you can assign a user to the role. Users will inherit the permissions granted to the role.

  1. Navigate to Settings -> Users & Roles.
  2. On the Users & Roles page, click the role to be assigned to the user.
  3. Click the +User button, then select the user to be assigned to the role from the list.



  4. Click Save.


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