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Inviting and Managing Users

This guide explains how to invite and manage team members in Fiskl and helps you control who has access to your company's financial data.

Before You Begin​

Before you begin, ensure you have:

  • Owner or Admin role (required to manage users)
  • Team member's email address
  • Decided which role to assign the new member

Learn more about user roles and their permissions.

Only Owners and Admins can invite and manage team members. If you don't see Team Members in the left sidebar, you don't have sufficient permissions.

Inviting a New Team Member​

Add team members by sending email invitations.

Steps:

  1. Go to Team Members in the left sidebar

  2. Select Invite new member or the + icon

  3. Complete the invitation form:

    Name
    Enter the team member's full name.
    Example: John Smith

    Email address
    Enter their work email address. They'll receive the invitation here.
    Example: john.smith@company.com

    Role
    Select the appropriate role from the dropdown:

    • Owner (only if transferring ownership)
    • Admin
    • Billing User
    • User
    • Accountant

  4. Review the information

  5. Select Send invite

Fiskl sends the invitation immediately via email.

What Happens Next​

After you send the invitation, the team member receives an email with an invitation link. They appear in your Team Members list with a "Pending" status.

When they select the invitation link, they create their Fiskl account and set a password. Once they complete registration and log in, their status changes to "Active." They can now access Fiskl with the permissions of their assigned role.

tip

Invitation links expire after 7 days. Resend if the team member hasn't accepted by then.

Monitoring Invitation Status​

Track which invitations have been accepted.

To view invitation status:

  1. Go to Team Members
  2. Check the status column for each team member:
    • Active: User has accepted and can log in
    • Pending: Invitation sent but not yet accepted
    • Inactive: User has been deactivated

Resending Invitations​

If a team member didn't receive the invitation or it expired, you can resend it.

Steps:

  1. Go to Team Members
  2. Locate the pending invitation
  3. Select Resend invitation or the resend icon

Fiskl sends a new invitation email. The team member receives a fresh invitation link valid for another 7 days.

Changing User Roles​

Update team member roles as their responsibilities change. Role changes take effect immediately.

Steps:

  1. Go to Team Members
  2. Locate the team member in the list
  3. Select their current role (displayed as a dropdown)
  4. Select the new role from the dropdown menu

The change applies instantly. If the user is currently logged in, they may need to refresh their browser to see the changes. All role changes are logged and visible to Admins and the Owner.

Common role transitions:

  • User → Billing User: When they start handling client invoicing
  • Billing User → Admin: When they take on financial management
  • Admin → Billing User: When reducing access after role changes
  • Any role → Accountant: When converting internal staff to read-only access
info

You cannot change the Owner's role. Only the Owner can transfer ownership to another user.

Activating and Deactivating Users​

Control whether team members can log in without permanently removing them.

Deactivating a User​

Temporarily remove access while keeping the user in your system.

Steps:

  1. Go to Team Members
  2. Locate the team member
  3. Toggle the switch next to their name to Off

The user status changes to "Inactive."

What happens when deactivated:

  • User cannot log in to Fiskl
  • All their historical data remains intact
  • Invoices, expenses, and time they created remain visible
  • User appears in your Team Members list as "Inactive"
  • No charges apply for inactive users

When to deactivate:

  • Team member is on extended leave
  • Contractor's project is complete but may return
  • Temporary access removal for investigation
  • User will return in the future

Reactivating a User​

Restore access for previously deactivated users.

Steps:

  1. Go to Team Members
  2. Locate the inactive user
  3. Toggle the switch next to their name to On

The user status changes to "Active." The user can log in immediately with their existing credentials.

Deleting Team Members​

Permanently remove users who will never return.

Steps:

  1. Go to Team Members
  2. Deactivate the user first by toggling to Off
  3. After deactivation, a delete button appears next to their name
  4. Select the delete button
  5. Confirm the deletion in the dialog

What happens when deleted:

  • User is permanently removed from your Team Members list
  • User cannot log in (even if they had credentials)
  • All their historical data remains intact
  • Invoices, expenses, and time they created remain visible
  • The user cannot be reactivated (must be re-invited as new)
warning

Deleting a team member is permanent. They will need a new invitation to regain access. If you might need them again in the future, deactivate instead of deleting.

Transferring Ownership​

If you're the Owner and need to transfer ownership to another user, follow these steps.

Steps:

  1. Go to Team Members
  2. Ensure the target user is already an Admin
  3. Select your own user profile or settings
  4. Select Transfer ownership
  5. Select the Admin to become the new Owner
  6. Confirm the transfer

Important notes:

  • Only Owners can transfer ownership
  • The target user must already be an Admin
  • After transfer, you become an Admin
  • The new Owner gains subscription and billing access
  • Transfers cannot be reversed automatically (new Owner must transfer back)

When to transfer ownership:

  • Business ownership changes
  • Primary contact person changes
  • Retiring or leaving the company

Managing Your Team Members​

Viewing Team Members​

The Team Members page shows key information about each person on your team. You can see their name, email address, assigned role, and current status. For active users, you can also see when they last logged in.

Sorting and Filtering​

Organize your team view by status or role.

Filter by status:

  • Select Active to see only active members
  • Select Pending to see only pending invitations
  • Select Inactive to see only deactivated members
  • Select All to see everyone

Filter by role:
Some views allow filtering by role to see all Billing Users, all Users, etc.

Understanding Team Information​

Last Login
Shows when the team member last accessed Fiskl. This is useful for confirming active users, identifying unused accounts, and security auditing.

Pending Duration
For pending invitations, this shows how long ago you sent the invitation. Follow up if it's been more than 2-3 days.

Team Management Best Practices​

Onboarding New Members​

Add one or two team members at a time. Ensure they understand their access before adding more. If someone hasn't accepted within 2-3 days, reach out directly. Invitation emails sometimes land in spam, so remind them to check there.

Enter full names (not nicknames) so everyone knows who has access.

Maintaining Your Team​

Review your Team Members list quarterly. Deactivate users who no longer need access. Update roles for people with changed responsibilities. Delete users who have left permanently.

When you change someone's role, let them know. They may be confused if features disappear or appear unexpectedly.

Keep a separate document showing who should have what role. This makes auditing easier.

Security Best Practices​

When someone leaves, deactivate their account on or before their last day. Always use the Accountant role for external accounting professionals, not Admin.

Troubleshooting​

Team Member Didn't Receive Invitation​

Possible causes and solutions:

Email in spam folder
Ask them to check spam/junk folders. Add noreply@fiskl.com to their contacts.

Email address typo
Verify the email address in your invitation. Resend with the corrected email.

Corporate email filter
Check with their IT department. Ask them to whitelist fiskl.com emails.

Invitation expired
Resend the invitation. Invitations expire after 7 days.

Can't Change a User's Role​

Possible causes:

  • You're trying to modify the Owner (only Owner can transfer ownership)
  • You're an Admin trying to modify another Admin's role to Owner
  • You don't have Owner or Admin permissions yourself

Solution:
Ensure you have appropriate permissions. Admins cannot modify the Owner or create new Owners.

User Can't Access Features They Should Have​

Possible causes:

Wrong role assigned
Verify their role matches their needs. See Roles and Permissions for details.

Need to log out and back in
Ask them to log out completely. Log back in to refresh permissions.

Browser cache issue
Clear browser cache. Try a different browser.

User Sees "Access Denied"​

Cause: They're trying to access a feature their role doesn't permit.

Solution:
Review their role and permissions. Upgrade their role if appropriate. Explain which features are available to their role.