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Add users and assign roles

How to invite team members to your Made with Pepper installation and assign roles that control their access.

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For: business owners who share invoicing duties with team members. What you need: owner or admin access.

1. Go to user management

Go to Settings > Users. Team members shows Active users with their role, status and Last login, and Pending invitations with their expiry date. An expired invitation shows Expired.

2. Invite a user

Click Invite member. Enter the email address. Choose Admin, Employee, Accountant or a custom role. Read the role card. For limited external access, select Invite as a guest and choose its scope. Click Send invitation.

Ownership uses a separate transfer action. Made with Pepper sends an invitation email with a link. The invited person sets their name and password on that page.

A pending invitation has Resend and Revoke. Revoke asks first; the link then stops working.

Invitation emails need no worker

Made with Pepper sends invitation emails during the request, after saving the invitation. This applies to new invitations and Resend. No queue worker or QUEUE_CONNECTION change is needed. If sending fails, correct the mail settings and use Resend. See Email delivery.

See Queue for the execution details.

3. Choose the right role

Role Can do Cannot do
Owner Manage all records and installation controls. Cannot delete or deactivate themselves, or assign ownership through an invitation.
Admin Manage documents, customers, items, settings, and users. View financial KPIs. Use owner-only controls, transfer ownership, edit the owner, or change their own role.
Employee Create and manage their own invoices, and shared customers and items. View aggregate financial data (the money figures on Home, receivables). Access settings or user management.
Accountant View all documents, payment history, and financial KPIs. Export data (CSV, XML). Read their own events in the audit log. Create or modify invoices. Access settings or user management. See the events of other people.

Each installation has one owner. The owner can transfer ownership to an active admin under Transfer ownership on Settings > Users: choose the New owner and click Transfer ownership. Made with Pepper asks first. The previous owner becomes an admin, and both people must sign in again. Without an active admin, the section says so; give a user the admin role first.

4. Managing existing users

For non-owner accounts, owners and admins can:

  • Edit a user's name, email, role, Language and Timezone
  • Deactivate a user (removes access without deleting their record). Made with Pepper asks first
  • Reactivate a deactivated user
  • Delete a user. Made with Pepper asks first

You cannot deactivate or delete yourself or the owner. Use Your profile in the account menu to change your own name, email, interface language or password. A new password needs your current one and signs out your other sessions.

Deactivation expires current sessions and remembered logins. Reactivation requires a fresh sign-in. Role changes and password changes also expire old sessions. See Session expiry.

Made with Pepper records completed user management actions in the audit log.

Use the People directory

Open Work > People. The directory shows only people your account may read. Use the tabs above search to change the directory view. You see only the views your account may use. Search by name, job title or skill. If teams exist, choose a team from All teams.

Click the arrow beside a person to show their contact details, full time zone, teams and skills. Click their name or Open to read their profile. Return through People above the profile to keep your search and team filter. Focus returns to the same person.

Local time uses the person's time zone. It does not show whether the person is online or available. The profile shows their recorded working hours, time off and activity you may read. If no hours are recorded, it says No working hours set.

Read and manage teams

Open Work > Teams. Each row shows the team, members and lead, when one is set. Click the team name to open its directory. Click a person's name to read their profile. Return through People above that profile to keep the originating team.

Owners and admins create and edit teams:

  1. Click New team.
  2. Enter the name and optional description.
  3. Search for members.
  4. Select the members.
  5. Choose a lead from the selected members, or leave No lead.
  6. Click Save.

The form keeps your input when a field is refused. Changing team membership does not assign an account role. Archive keeps the team and its history. Archived teams stay out of pickers. Owners and admins can use the Archived tab above the Teams list to open and restore them.

Use the account menu

Click your name at the bottom of the navigation. The menu shows your full name and email, Your profile, Update when permitted, and Sign out. On a phone, open More for the same destinations.

Limit a guest invitation

  1. Open Invite member.
  2. Select Invite as a guest.
  3. Choose Accountant, Employee or a custom role.
  4. Select the modules the guest needs.
  5. Select named customers or engagements if access must stay within those records.
  6. Review the scope.
  7. Click Send invitation.

Without named records, the module selection does not restrict the guest to one customer. Role permissions still apply. Saving a changed guest scope signs out the affected account. See Roles and permissions.

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