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:
Predefined roles: the most common roles already predefined in Holded.
Customized roles (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 only used to view or manage basic information, such as for employees or supervisors. Users with this role are not counted towards the account’s user limit.
☝🏼 If you have the Team Pro add-on enabled, guest users are counted as team members with a cost of €1.5 per user, but they do not use a user license.
💎 Check the number of available invitations and upgrade your plan to increase 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 activating 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).
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, for example, a former employee should no longer have access or if you need to free up space to invite another user:
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.
Is information deleted when you remove a user?
No. When you remove a user, only their access to the account is removed.
The contacts, documents, and accounting entries they created remain in the account.
In the creation history, these items will appear as created by “user not found”.
If the user had tasks or activities assigned, they will become unassigned and you can assign them to another user.
When a user is removed, an invitation slot becomes available so you can invite someone else.
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 an administrator. 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 them (you can assign documents at the time of their creation, or edit and assign them afterwards).
the list of contacts, although they 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.