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 → Invite a Client to their Digits Account

---

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.

Firm role	What they can do
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?

After you've given a colleague a firm role, set their access to each client individually.

Client-level role	What they can do
Admin	Access to all tools for that specific client.
Accountant	Same permissions as Admin, except they cannot send or receive payments through Bill Pay or Invoicing on a client’s behalf.
Associate	Can view clients they’ve been given access to. Cannot comment or share.
No Access	Removes all access to the client.

Example: a colleague might be an Account Manager at the firm level and an Accountant on the three clients they work on. The firm role sets their overall standing; the client access controls which books they can open and what they can do inside each one.

Firm Admins default to Admin on every client, and their client access controls are locked. Change their firm role if you need to set client access individually.

---

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 menu next to their name.
4. Select Remove, then Confirm.

Removing access vs. removing a colleague

• No Access removes a colleague from one client. They stay in your firm and keep their firm role and their access to every other client.
• Remove (in the ⋯ menu next to their name) takes them out of the firm entirely, across all clients.

---

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.

Can multiple colleagues use Digits at the same time?

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

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. Give them a firm role of Account Manager or Associate, then set client access only for the clients they need. Leave every other client at No Access. This doesn't work for Firm Admins, who get Admin access on all clients by default.

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.

Why can't I add or manage bank and app connections?

Adding or managing bank and app connections requires a Manager, Client, or Admin role. If you have Read-Only access, you won't be able to create or manage connections.

Ask a colleague with a Manager, Client, or Admin role to complete the connection.

Can I change the email address I use to log in to Digits?

Your login email can't be changed directly. To use a different address, invite it as a new user on your account while you're still signed in, then contact Digits Support at [e-mail] to deactivate the old one. Because this requires being logged in, it's best to do it before you lose access to your current email — if you're already locked out, see the FAQ below.

What if I've lost access to my login email and I'm the only user on the account? If you can no longer receive mail at your login address and there's no one else on the account to invite a new email for you, don't create a second account on your own — contact Digits Support at [e-mail] and we'll help you get back in. After we confirm you're the account owner, we can set you up with a new login email. Note that this creates a new login rather than restoring the old one, so some account-level details may need to be reconnected once you're back in.

---

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: Invite a Client to their Digits Account

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

---

Got a question or feedback? Our team is all ears—come say hello!

Contact Digits Support

---