From Settings > Users , manage the access and permissions of the users of your account depending on the requirements and organization of your company. Depending on the assigned role, you will be able to establish the limits of access to certain areas of the platform.
Invite a user
To invite new users to your company account, follow these steps:
Click "Invite Users"
Type the email address of the user you want to invite:
Click the dropdown to choose the role of the user:
Roles predefined : the most common roles already predefined in Holded
(if you have created them previously): those custom roles from the predefined roles that best suit your needs
Enable the "Guest" option if Holded is to be used solely to manage data as an employee or supervisor. Learn more here
💎 Check the number of available invitations and improve your plan to expand it
Click "Invite" to confirm the action
🎥 Check out our Step-by-step video on How to create and assign custom roles
Predefined roles:
Owner: who has registered the account and who can delete it. It has access to all the sections, and it cannot be assigned, only transferred.
Administrator: access to all areas of the platform, and with the right to add or remove users. There may be more than one.
Finance: with access to Sales, Accounting, Contacts, and Projects > Projects
Sales: with full access to Sales and Contacts, Accounting > Payments, the Projects > Projects section, and read-only access to Inventory > Products
Full access to Inventory: access to Inventory and Contacts in full and Projects > Projects (only visible after have activated the Inventory gem )
Human resources: with access to Team as a whole, to Accounting > Payroll and Projects > Projects
Projects Member: gives access to the section of Projects > Projects
CRM Member: with access to the Opportunities and Activities section of the CRM
✨ If the Holded is used solely to manage data as an employee or supervisor, grant Guest permissions when giving access to a user . Learn more here
Resend or revoke an invitation to a user
To resend or revoke an invitation, follow these steps:
Under Pending Invitations, click "Resend" or "Revoke"
Confirm the action
Change the role of an existing user
Changes a user's role if, for example, they have been promoted or occupy a new position where they need new permissions:
Select the user you want to modify
In the popup side panel, click "Change Role"
Select the role you need
Press "Confirm"
Remove a user from the account
Remove a user from your Holded account if you want, for example, to stop a former employee from having access; or if you want to free up space to give access to a new user but you have already exhausted the number of invitations available in your plan
Select the user you want to modify
In the popup side panel, click "Remove user from account"
Press "Confirm"
✨ Only users with Administrator role can remove other users
Deleting the user will remove access to the team member, leaving a space available that you can occupy through new invitations to the account
💎 Check the number of invitations available in "+ Invite users" and improve your plan to expand it
Transfer account ownership
Transfer ownership if, for example, you have acquired a new position and are no longer in charge of managing it; or if you were the creator of it and now you leave the company. By transferring ownership you lose the rights to access and use your Holded account, which pass to the new owner:
Select the user you want to modify
In the popup side panel, click "Transfer Ownership"
Check the checkbox, and click "Confirm"
✨ You will only be able to transfer ownership of your account to users with the Administrator role. Also, users with custom roles will not be able to own the account
☝🏼 Apart from transferring the account, in case you want the new administrator to be able to manage them, it will be necessary to give them access, one by one, to the necessary projects or funnels, including past projects already completed
Create a custom user role
Customize access and permissions by creating custom roles (only available if you have purchased an Advanced or Premium plan). Activate the features that interest you, and select the sections available to the user:
Click "Manage Roles", and then press the "+ Create Role" button
Name the new role and add a description
Activate the features and sections you need
For those sections that include the generation of documents (invoices, payroll, etc.), set the permission level between these three:
All: the user will have permission to view and edit documents and content
Reading: the user will only be able to consult documents and content
No access: the user will not be able to consult or edit any type of document
Click "Save Role"
☝🏼 Please note that users with custom roles will not be able to transfer account ownership in the future