> For the complete documentation index, see [llms.txt](https://help.digits.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.digits.com/my-business-account/managing-your-team.md). # Managing Your Team (Inviting/Removing Users) Digits is built for collaboration—invite co-founders, your accountant, or ops leads to view reports and manage bills, and remove access anytime when they no longer need it. *** ### How Do Roles and Permissions Work in Digits? Every team member belongs to your **organization**, the account that holds all of your entities. You can't invite someone to a single entity on its own. Instead, every invite sets two layers of permissions, and together they control how much of your organization the person can see: 1. **Organization Role** — whether they can manage your organization (billing, entities, team members, and organization settings). 2. **Entity Role** — which entities they can open and what they can do inside each one. You set this per entity. {% hint style="success" %} **Want someone to see only certain entities?** Give them the **Read Only** organization role and set **No Access** on every entity except the ones they should see. They won't be able to open the other entities or change anything about your organization. {% endhint %} *** ### What Are Organization Roles? Assigned per team member; applies across your whole organization.

Organization role	What they can do
Admin	Manage billing, entities, team members, and organization settings across the organization. Can add new entities. Admins can give themselves access to any entity in the organization, so an Admin can't be limited to certain entities.
Read Only	Can't manage anything about the organization. They can only open the entities you give them an entity role on, and only do what that role allows. Use this for anyone who should see some entities but not others.

*** ### What Are Entity Roles? After you've chosen an Organization Role, set the team member's access to each entity. You can give them the same role on every entity, or a different role on each one.

Entity role	What they can do
Manager	Access to all tools in that entity. Can comment, tag, and share. Some setup-level tools, like the Chart of Accounts, stay view-only.
Read Only	Read-only access to all tools in that entity. Can view and comment, but can't make edits.
No Access	Can't open that entity. It doesn't appear in their entity list.

{% hint style="info" icon="sitemap" %} **Example:** Jordan, a bookkeeper, is **Read Only** at the organization level. On the entities, Jordan is **Manager** on Stark Coffee, **Read Only** on Stark Roasters, and **No Access** on Stark Catering. Jordan signs in with one login, can work in Stark Coffee, can view and comment in Stark Roasters, and never sees Stark Catering. Jordan also can’t touch billing, your team, or organization settings.

{% endhint %} *** ### How to Add a Team Member Every team member is invited to your organization. During the invite, you decide whether they get the same access to **every entity** or a **different role on each entity**, including no access to some. #### Step 1: Open the invite form You can start from either dashboard: * **From the organization dashboard:** Click **Manage Team**, then click **+ Add Team Member** in the top-right corner. * **From an entity's dashboard:** Click **Add Team Member** in the left navigation menu. This opens your organization's **Manage Team** page with the invite panel already open.

#### Step 2: Enter their email and choose an Organization Role 1. Enter the person's **email address**. 2. Choose their **Organization Role**. It defaults to **Admin**. * **Admin** if they should manage billing, team members, and organization settings, and see every entity. * **Read Only** if they should only work inside the entities you give them. This is required if you want to limit them to certain entities.

#### Step 3: Choose their Entity Access

This is where you decide which entities they can open. The menu starts on **Manager**.

If you want them to…	Pick this
Work in all of your entities	Manager
Look at all of your entities but not change anything	Read Only
Have different access on different entities	Customize, then set each entity row to Manager, Read Only, or No Access
See only some of your entities	Customize. Set Default entity role to No Access, then set the entities they should see to Manager or Read Only. Also set their Organization Role to Read Only in Step 2, or they'll be able to open everything anyway.
Handle billing and settings but never open the books	No Access (with an Admin Organization Role)

{% hint style="warning" %} Whatever you pick for **Default entity role** is what they'll get on any entity you add later. {% endhint %} #### Step 4: Send the invite Click **Send Invite**. They'll receive an email with a link to join your Digits workspace. Until they accept, their status shows as **Pending**. {% hint style="warning" icon="lightbulb-on" %} Starting the invite from an entity's dashboard doesn't limit the person to that entity. The Organization Role and Entity Access you choose are what limit them. {% endhint %} *** ### How to Change a Team Member's Access 1. From your organization dashboard, click **Manage Team**. 2. Select the team member you want to update. 3. To change their organization-wide permissions, open the **Organization Role** dropdown next to their name and choose a new role. 4. To change access to a specific entity, find it in the **Entities** section and select a new role from the dropdown next to that entity.

*** ### How to Remove a Team Member You can remove a team member from a specific entity or from the entire organization. #### Remove Access to an Entity 1. From your organization dashboard, click **Manage Team** in the left navigation. 2. Select the team member you want to update. 3. In the **Entities** section, find the entity. 4. Open the role dropdown next to the entity name. 5. Select **No Access**.

The team member will no longer be able to access that entity. They keep their access to the rest of your entities. #### Remove Access to the Entire Organization 1. From your organization dashboard, click **Manage Team** in the left navigation. 2. Select the team member you want to remove. 3. Open the role dropdown next to the team member's name. 4. Select **Remove**, then confirm.

The team member will no longer be able to access any entities in the organization. {% hint style="info" icon="lightbulb-exclamation-on" %} You can't remove the last active **Admin**. Promote another team member to Admin first. If you're removing your own access, the option appears as **Leave** instead of **Remove**. {% endhint %} #### Revoke a Pending Invitation If a team member hasn't accepted their invitation yet, you can revoke it instead of removing their access. 1. From your organization dashboard, click **Manage Team**. 2. Locate the pending invitation. 3. Select **Revoke Invitation**. The invited user can no longer join the organization using that invitation. *** ### Frequently Asked Questions

Do I have to give everyone access to my whole organization?

No. Everyone is invited to your organization, but that doesn't mean they can see everything in it. Give them the **Read Only** organization role and **No Access** on the entities they shouldn't see. They'll only be able to open the entities where you set Manager or Read Only, and they can't change billing, your team, or organization settings.

What's the difference between an Organization Role and an Entity Role?

**Organization Role** determines whether someone can manage your organization: billing, team members, entities, and organization settings. **Entity Role** determines which entities they can open and what they can do inside each one.

Can multiple operators use the same Digits account at the same time?

Yes. There are no limits on how many users can be signed in and using Digits simultaneously. If your organization has multiple operators, each person can sign in with their own account and work in Digits at the same time.

I added a new entity. Do my team members automatically get access to it?

It depends on each team member's **Default entity role**. If it's Manager or Read Only, they get that role on the new entity automatically. If it's No Access, they won't see the new entity until you change it. To adjust, go to **Manage Team**, select the person, and set the role for that entity in the **Entities** section.

Can I limit an Admin to certain entities?

No. Admins can give themselves access to any entity in the organization. To limit someone to certain entities, change their Organization Role to **Read Only**.

Can my accounting firm manage my team members?

Your accounting firm can help invite people to your organization, but only your organization's Admins can change access or remove active team members.

*** {% columns %} {% column width="66.66666666666666%" valign="middle" %} Got a question or feedback? Our team is all ears—come say hello! {% endcolumn %} {% column width="33.33333333333334%" valign="middle" %}

Contact Digits Support

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