Give staff access to Tally: team roles and permissions

You can give your staff and articles access to your TallyPrime companies without sharing your own login. Invite each person by email, pick a role, and choose which companies they see. Everyone signs in with their own login, and the server checks every action against their role.

Before you start

• Only the account owner and admins can open Settings → Team.

• Your plan needs a free seat. Everyone with a login on the account takes one: you, every member and every invite still waiting.

• Connect the companies first if you want to limit someone to some of them.

The four roles

Each person has one role in your account. This is what the server allows for each.

How to invite someone by email

1. 1

   Open Settings and choose the Team tab.

2. 2

   Choose Invite someone.

3. 3

   Type their Email address and pick a Role. Only the owner sees Admin in the list.

4. 4

   For an accountant or viewer, open Companies and tick All companies or the ones they should see.

5. 5

   Choose Send invite.

They get an email with a link. The link works for 7 days. While it waits, the invite shows under Waiting to join and holds a seat.

What the invited person does

• If they have no Balancely login, they enter Your name and Choose a password, then choose Create login and join. Where Google sign-in is offered, they can use Continue with Google instead.

• If they already have a login for that email, they choose Sign in to accept, then the Join button with your account's name.

• The invite only works for the address it was sent to. Signed in as someone else, they see This invite is for someone else and can choose Sign out and continue.

Limit a member to certain companies

1. 1

   In the Team members table, find the person. The Companies column shows All companies or how many they have.

2. 2

   Choose that value to open Company access.

3. 3

   Tick All companies or the ones they work on. At least one must be ticked.

4. 4

   Choose Save access.

A company outside their access does not appear anywhere for them. All companies also covers companies you connect later.

Resend or cancel an invite

• Resend sends a new link and gives it another 7 days. The old link stops working. You can resend once a minute.

• Once a link has run out it shows Link expired, and the button reads Send new link. An expired invite holds no seat, so sending it again needs a free one.

• Cancel invite stops the link straight away and frees the seat. You can invite them again later.

Change a member's role

Pick the new role from the Role list in their row. It saves at once. Making someone an admin gives them every company. Nobody can change their own role.

Remove a member

1. 1

   Choose the delete button at the end of their row.

2. 2

   Confirm with Remove.

They lose access straight away and are signed out of your account. Their own Balancely login stays, and the entries they made stay in History. Anything they had queued is cancelled. A member can also leave: they switch to your account, open Settings, and chooseLeave with your account's name on the Profile tab.

Switch between accounts

A person can belong to several accounts, for example their own and their firm's. Open the menu under your name and pick the account under Switch account. Each one shows your role there, or Your account for your own.

Seats on each plan

The Seats card on the Team tab shows how many are used. Only the owner can move to a bigger plan. See plans and billing.

What only the owner can do

• Change the plan, pay, and download invoices.

• Make someone an admin, and change or remove an admin.

• Turn on Require two-factor sign-in for the whole team. The owner must have it on for their own login first.

• Transfer ownership to an admin. The plan and payments move to them, and you stay on as an admin. Only the new owner can give it back.

Common questions