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 can 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 on your account at the top left and go to Settings > Account > User management.
Click "Invite Users".
Type the email address of the user you want to invite and press "Enter".
Click the checkbox if it is a consultancy.
Click the dropdown to choose the role of the user:
Roles predefined: the most common roles already predefined in Holded.
Roles customized (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.
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, Banks, 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.
Sales agent: with access to view their documents and contacts, as well as certain sections of the CRM (Sales Funnel, Activities, Calendar, Meetings).
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.
It is important to note that, in Holded's basic plan, users can only be assigned as administrators or guests. Predefined roles (available from the standard plan) and custom roles (available from the advanced plan) allow further customization of user permissions.
Therefore, if you need to assign specific roles to users, you will need to consider upgrading to the standard plan or higher.
Accepting an invitation to a company
Follow these steps to accept an invitation to a company, whether you are already registered or need to create a new user:
A. Accept the invitation with your user account.
Receive the invitation to a company via email.
From the email, click the Join Team button:
Click Accept:
Enter your email and password, and click Login (if you have the data saved in your browser, it will start automatically).
You are now logged in to the respective account. To change your account, follow the steps here.
B. Accept the invitation and create a new user
Receive the invitation to a company via email.
From the email, click the Join Team button:
Press Accept, and click Register.
Continue with the normal user creation process.
Enter your email and password, and click Login (if you have the data saved in your browser, it will start automatically).
You are now logged in to the respective account. To change your account, please follow the steps here.
Resend or revoke an invitation to a user
To resend or revoke an invitation, follow these steps:
Click on your account at the top left and go to Settings > Account > User management.
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:
Click on your account at the top left and go to Settings > Account > User management.
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're going to free up space to give access to a new user but you have already exhausted the number of invitations available in your plan.
Click on your account at the top left and go to Settings > Account > User management.
Select the user you want to modify.
In the popup side panel, click "Remove user from account".
Press "Confirm".
Only users with an Administrator role can remove other users.
Deleting the user will remove access to the team member, leaving a space 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 when, for example, you take on a new role and are no longer managing, or if you are the creator and decide to leave the company.
When you transfer ownership, you go from being an owner to being a manager. Although you will retain full access as an administrator, you will lose the ability to delete the account or other administrator users:
Access your account with the owner user.
Click on your account at the top left and go to Settings > Account > User management.
Select the admin user to whom you want to transfer ownership.
In the pop-up side panel, click "Transfer Ownership."
Check the checkbox, and press "Confirm."
You can only transfer your account ownership to users with the administrator role. Additionally, users with custom roles will not be able to be account owners.
☝🏼 Apart from transferring the account, if you want the new administrator to control some projects or funnels, you will need to grant them access one by one, as long as they are not public or they already have them in their access list (this includes old projects that have already been finalized).
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 on your account at the top left and go to Settings > Account > User management.
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.
Limited access: only available in sales (in particular for invoices, estimates and proformas), the user will only be able to see.
the documents assigned to him or he(you can assign documents at the time of their creation, or edit and assign them a posterior).
the list of contacts, although he/she will not be able to see any document assigned to any contact.
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.