Roles and permissions

The roles in Prevarro, how to read and change the permission matrix, how to create your own roles, and how to give one person an extra permission without changing their role.

This article is being updated.

Every person in your business has a role. The role decides what they can see and do. If one person needs a little more than their role allows, you can add a permission override just for them.

The built-in roles

Prevarro comes with four roles, marked System:

• Owner - holds every permission. Only the Owner can make changes that affect billing, change roles and permissions, change the business profile, and invite or remove people.
• Manager - by default, holds the settings for each module alongside the Owner.
• Team Member - the role new people start with. Anyone you add during setup joins as a Team Member. Module settings aren't included by default.
• Read Only - can view but can't change anything. For how a Read Only seat counts on your plan, see Seats on your plan.

Owner and Read Only are fixed. The Owner can change what Manager and Team Member can do, and can add roles of your own, marked Custom.

Seeing exactly what each role can do

The Owner can open Settings → Roles & Permissions to see:

• Roles - the roles in your business.
• Permission matrix - every permission, grouped by module, with a column for each role. A tick means the role can make changes, Read means it can only view, and a dash means it has no access. Permissions marked Owner only can't be given to anyone else.
• Permission overrides - everyone who has been given extra permissions on top of their role, with each permission shown as a pill. Hover a pill to see what it allows.

When you invite someone or change their role, the Role field shows a short summary of what that role can do.

Changing what a role can do

1. In the Permission matrix, find the permission and the role's column.
2. Choose the level the role gets, such as Edit, View or None. The change saves straight away.

The first time you change Manager or Team Member, Prevarro asks Edit Manager? (or Edit Team Member?). Choose Edit role to go ahead. The role then becomes your business's own and shows Custom, so permissions Prevarro adds later aren't added to it automatically. You tick them here instead.

Some permissions need another one to work. When you change one of these, Prevarro changes the other with it and says so when it saves.

Creating your own role

1. In the Roles card, choose New role.
2. Enter a Role name.
3. Under Start from, choose Blank - Settings (You) only, or Duplicate followed by a role's name to start from that role's permissions. Owner and Read Only can't be duplicated.
4. Choose Create role, then set its permissions in the Permission matrix.

To rename or delete a role, open the actions menu on its row and choose Rename or Delete.

Giving one person an extra permission

Overrides only add to a role. They never take anything away.

1. Go to Settings → Users and open the person with Edit.
2. Under Permission overrides, open a group. Permissions their role already includes are ticked and marked In role.
3. Tick the extra permissions they need, then choose Save.

You can only give a permission you hold yourself. Any other shows Only someone holding this permission can grant it. Some permissions show Owner only unless you're the Owner.

When someone asks for something their role doesn't give them, the request shows in the Access requests card at the top of Settings → Users. Choose Grant to add it to their permissions, or Decline. Where an override can't cover it, the request offers Change their role instead.

Overrides don't apply to the Owner, who already holds everything. For a Read Only user, the list shows only a few view-only extras. Billing changes, roles and permissions, and the business profile can never be granted this way.

Changing someone's role

Only the Owner can change a role. In Settings → Users, open the person with Edit, choose a new Role and choose Save. When you move someone to Read Only, Prevarro first asks who should take over their approvals and direct reports.

The Owner's own seat keeps the Owner role. To hand the business to someone else, use Transfer ownership from the actions menu on their row in Settings → Users.

If you can't see Users or Roles & Permissions in Settings, your role doesn't include them. Ask your Owner.