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Firm Roles & Permissions (Invite Colleagues)

Bring your firm’s staff into Digits so you can collaborate across clients faster and manage permissions in one place.

What’s the Difference Between Colleagues and Team Members?

Type
Description

Colleagues

Your firm’s staff, invited at the firm level. You control which clients each colleague can access.

Team Members (Users)

People at your client’s company who have been invited to a specific client. See → Inviting Client Team Members

How Do Roles and Permissions Work in Digits?

Roles in Digits control what each colleague can do — both across your entire firm and within individual client workspaces. There are two layers of permissions:

  1. Firm Roles — define what a colleague can do across your firm (settings, billing, clients, and invites).

  2. Client Access Levels — define what that colleague can do within a specific client’s books.

What Are Firm Roles?

Assigned per colleague; applies across the entire firm.

Admin

Can manage firm settings, billing, users, and clients. Defaults to admin on all clients.

Account Manager

Can view clients they’ve been given access to, add new clients, and give users access to a client.

Associate

Can view clients they’ve been given access to. Cannot add new users or clients.

Tip: A colleague’s Firm Role determines their firm-wide permissions. You can adjust their client-specific access separately.

What Are Client Access Levels?

Client Access Levels define what each colleague can do inside a client’s account. These settings can differ for every client they work with.

Admin

Access to all tools. Can comment, tag, and share.

Associate

Access to all tools. Cannot comment, tag, or share.

No Access

Removes all access to the client.

Example: You might assign a colleague the Firm Role of Account Manager but set their Client Access Level to Associate for specific clients to whom they need view-only access.

Invite a Colleague

Follow these steps to invite a colleague to your firm:

  1. Go to Firm Settings → Colleagues.

  2. Click Invite Colleague.

  3. Enter their name and work email.

  4. Select a Firm Role, then click Next.

  5. (Optional) Choose the clients they should access.

  6. Click Send Invite.

They’ll receive an email to create (or sign in to) their Digits account. Once they accept, they’ll be added to your firm.

Tip: A colleague’s Firm Role sets their default permissions across all clients. You can then adjust client-level access individually to control which clients they can view or manage.

How Do I Manage or Remove a Colleague’s Access?

Change or Remove Access for a Single Client

  1. Go to Firm Settings → Colleagues.

  2. Find the colleague (list is below, Invite Colleague).

  3. Locate the client in the right client access column.

  4. Use the dropdown to choose Admin, Associate, or No Access, then click Save.

Remove a Colleague from the Firm Entirely

  1. Go to Firm Settings → Colleagues.

  2. Find the colleague in the list.

  3. Click the ⋮ (three-dot menu) next to their name.

  4. Select Remove, then Confirm.

Frequently Asked Questions

Do Firm Roles apply to everyone or per colleague?

Per colleague. You assign a Firm Role to each colleague, then set that colleague’s client-level access per client.

Why can't I invite colleagues to the Demo Client?

The Demo Client doesn’t support invitations. Invite colleagues at the firm level and assign them to real clients or Free Firm Books.

Can I restrict a colleague to only certain clients?

Yes. Assign them an appropriate Firm Role (e.g., Associate), then grant client-level access only to the clients they need.

What default access does a Firm Admin get?

Firm Admins control firm-wide settings and default to Admin on all clients. Change their Firm Role if you want to manage client access individually.

Why are client access controls locked?

Because the colleague is a Firm Admin. Change their Firm Role to adjust client-level permissions.

Need to Invite People from the Client’s Company?

If you want to invite owners, finance leads, or staff from your client’s organization to access their own books, see: Inviting Client Team Members

This separate process lets your clients collaborate securely inside their own Digits workspace — without giving them firm-level access.

Need a little extra help? We’ve got you — email us at [email protected]