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Person roles – restrict access to accounts

With person roles, each user only sees the accounts that belong to their role, for example a cost center or project. The lists get shorter and the risk of accounting errors goes down.

👥 What are person roles?

A person role links users to the accounts they should be able to choose:

  • 📁 Internal accounts, for example cost centers and projects
  • 📊 Accounts in the chart of accounts (optional)

Users who belong to a role only see the accounts linked to that role.

The permissions are created through the role. You name each role after who should use it, for example CEO, Admin or Client 1, Client 2, Client 3. Users with the role CEO then only see the accounts the CEO role is allowed to use.

🔒 This also works well for GDPR, for example when internal accounts are named after patients or clients. Only the users whose role includes those accounts can see them.

👉 Applies to: administrators who set up permissions.

⚠️ Good to know before you start

  • 🏢 Person roles apply to the whole organization. When the feature is activated, all users must have a person role. You cannot use them for individual users or parts of the reporting.
  • 📁 The feature applies to internal accounts. Accounts in the chart of accounts can be added, but only if internal accounts are already covered.
  • 🎧 The feature is activated by Expense Support.

⚙️ Step 1 – Activate the feature

Contact Expense Support and ask for person roles to be activated. Tell them whether they should also apply to accounts in the chart of accounts.

✅ When the feature is activated, the Person roles tab is available under Administrate > Persons.

➕ Step 2 – Create person roles

  1. Go to Administrate > Persons.
  2. Choose the Person roles tab.
  3. Click Add.
  4. Fill in the details and click Save.

👤 Step 3 – Link users and accounts

  1. Open the person role.
  2. Choose which users should belong to the role.
  3. Go to the Person roles tab and add the accounts the role should have access to.
  4. Click Save.

✅ The users in the role now only see the accounts that belong to the role. Check that all users have been given a person role.

💡 Tip – show the role in the name

Add the role’s name or number to the user’s name, so you find the right person faster:

  • Anna Andersson (Manager) -010
  • Erik Svensson (Administrator) -012
  • Maria Johansson (Project manager) -015

👉 Especially useful when you have many users or several roles.

❓ Frequently asked questions (FAQ)

Can we use person roles for just a few users?
No, when person roles are activated, all users must have a person role.

Can person roles apply to accounts in the chart of accounts?
Yes, as an option, but only if they already apply to internal accounts.

How do we activate the feature?
Contact Expense Support.

Where do I add accounts to a person role?
In the Person roles tab.

Can person roles help with GDPR?
Yes. If you have internal accounts for patients or clients, only users whose role includes those accounts can see them.

✅ Summary

  • 👥 Person roles control which accounts users see
  • 🎧 Expense Support activates the feature
  • ➕ Create roles under Administrate > Persons > Person roles
  • 👤 Link users and accounts to each role

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