Choose what each person can do
Every member has one role, and the role decides what they see and do. EaseDesk has five built-in roles (Owner, Admin, Accountant, Chartered Accountant and Staff), and under Settings → Roles you can create your own with exactly the permissions you tick.
In EaseDesk: Settings → Roles. Log in or start a free trial.
Steps
- 1 Open Settings → Roles and click New role.
- 2 Enter a Role name, for example Sales executive.
- 3 Tick each permission the role needs, such as creating invoices or recording receipts.
- 4 Click Create role.
- 5 Open Settings → Team and pick the new role in the person's Role column.
The built-in roles
| Role | What it is for |
|---|---|
| Owner | Everything, including paying for EaseDesk, exporting all data and closing the organisation. |
| Admin | Everything except paying for EaseDesk and reopening a closed financial year. Admins can see the plan. |
| Accountant | Books, vouchers, receipts, vendor payments, bank reconciliation, TDS, GST returns and reports. |
| Chartered Accountant | Reads your books, GST returns and reports and marks entries as reviewed. Changes nothing. Free. |
| Staff | Sees the Directory, items, sales, purchases, stock and opportunities, without changing them. |
Staff is deliberately narrow. For a salesperson who issues invoices or a counter clerk, create a role with just those permissions.
How permissions work
Each permission is one plain action, such as “Create and issue quotations, orders, challans and invoices” or “View the audit log”. A person sees only the menus and buttons their role allows, and EaseDesk also refuses the action on the server, so a hidden button cannot be reached another way. If someone opens a page they cannot use, they see You don’t have access to this page.
The dashboard follows the same rules: someone without the accounts reports does not see cash, bank or profit figures.
Who can manage roles
The Owner and Admins. Only an Owner can give or remove Owner access. To hand the organisation to someone else, see Change the Owner.
Questions
What happens when someone leaves the team?
When you remove or disable a member, their API keys and AI connections are switched off, invitations they sent are withdrawn, their bill address stops taking bills, scheduled emails they set up are not sent, and bots they managed move to you. Inviting them again does not bring the keys back.
Can I change a built-in role?
No. Built-in roles cannot be edited or deleted, and they gain new features automatically as EaseDesk adds them. Create your own role when you need something in between.
How do I delete a role I no longer need?
Move its members to another role on the Team page first, then click the bin icon on the role. A role that someone still holds cannot be deleted.
What happens when I change someone's role?
The new permissions apply from the next page they open. Screens the role cannot use disappear from their menu, and the change is recorded in the audit log.
Still stuck? WhatsApp or call +91 91525 20552 or write to support@easedesk.com. Updated .