Add multiple users with controlled access. Set permissions, monitor activity, and view changes made by your team. User management is a core component of any accounting system.
Allowing unrestricted access to financial records, payroll details, or vendor banking information opens the door to internal errors and potential fraud. Assigning the right permissions helps reduce risk and establishes clear accountability across your organization.
Set Permissions for Every Role
Customize who can view, edit, or approve transactions. Restrict access to sensitive financial data while giving your team the tools they need to do their jobs efficiently.
Track Activity & Maintain Security
Monitor who made changes, approved payments, or accessed reports with detailed activity logs. GlassJar helps you stay compliant and maintain control over your financial records.
Collaborate with Your Accountant
Give your accountant secure, limited access to your books. They can review transactions, reconcile accounts, and generate reports without compromising sensitive data.
“GlassJar is an accounting software game-changer.”
– Danielle Kenmore
Parker & Wilson Accounting
Invite, Control, & Monitor Your Team With GlassJar
✔ Customizable roles to match your team’s needs
✔ Permission controls to protect sensitive data
✔ Activity tracking for security and compliance
✔ Secure accountant access for seamless collaboration
✔ Multi-user support to streamline teamwork
Keep Your Financial Data Secure
Manage access, protect sensitive information, and collaborate with confidence. Try GlassJar for free and take control of your financial security today.
Custom Role Assignment and Permission Levels
Built-In Roles for Small Teams
GlassJar includes a set of pre-configured user roles such as Admin, Accountant, Bookkeeper, and Viewer. These roles offer tiered access and are ideal for businesses with standard workflows. Admins can adjust these roles to match the organization’s needs without custom coding or additional setup.
Creating Custom Roles for Advanced Control
Larger teams or businesses with specific departmental functions can create custom roles. For example, an Inventory Supervisor can be granted permission to update stock records and generate inventory valuation reports, but denied access to payroll or vendor banking data.
User Management Across Multiple Entities
Managing Subsidiaries, Departments, and Business Lines
GlassJar supports multi-entity accounting. Businesses that operate multiple LLCs, departments, or brands can assign user access by entity. This keeps data siloed and minimizes cross-contamination between books.
Whether your team is organized by project, cost center, division, or subsidiary, GlassJar ensures users see only the data they’re authorized to view or edit.
Isolating Roles Within a Single Entity
Even within a single company file, you can restrict access to specific features. A sales manager may need to see receivables and customer statements but not profit and loss reports. GlassJar’s access management allows you to configure permissions with this level of precision.
Granting Temporary or Guest Access
Inviting Accountants and Tax Professionals
GlassJar makes it simple to invite your outside accountant or tax preparer without giving them full admin rights. Assign a role such as “External Accountant” with access to reports, journal entries, and general ledger—but without permissions to edit users or make bank transfers.
Temporary users can be scheduled to expire automatically, reducing long-term security risk.
One-Time Access for Audits or Reviews
Audits, due diligence checks, or investor reviews may require external professionals to review your accounting records. GlassJar’s one-time access links and audit-mode views give them read-only access with audit logs, ensuring transparency and compliance.
Offboarding and Access Control for Former Employees
Disabling Users Without Losing Historical Records
When an employee leaves the company, it’s important to deactivate their access immediately while retaining their historical activity for auditing purposes. GlassJar allows you to disable accounts without deleting them, preserving all financial history linked to that user.
Reassigning Roles During Staff Transitions
When a team member is promoted or changes departments, their user role should be updated to reflect their new responsibilities. GlassJar lets administrators reassign roles quickly while maintaining their profile and previous history.
Internal Accountability Through Audit Trails
Tracking Every User Action in the System
GlassJar automatically logs every financial activity, including who entered, edited, or deleted a transaction. Each entry is timestamped and attached to the user ID, ensuring a reliable audit trail for internal review or external compliance checks.
Strengthening Oversight in Team-Based Accounting
For teams with multiple users working in the same general ledger, audit trails prevent confusion. You can trace back changes and determine exactly when and why a value was modified. This makes internal reviews and quality assurance processes significantly easier.
“It’s everything QuickBooks should have been. We’re moving all of our clients over to GlassJar.”
– Ryan David
Green Valley Accounting
Approval Workflows Driven by User Permissions
Setting Thresholds for Approvals
Accounting workflows often require layered approvals. A department lead may submit a purchase, but the CFO must approve anything over $10,000. GlassJar allows businesses to set these thresholds and tie them directly to user roles.
Creating Multi-Level Approval Chains
GlassJar supports multi-tier approval processes. You can build workflows such as: Employee → Supervisor → Finance Manager → Executive. These approval rules can be assigned by expense type, department, or budget code, adding another layer of control and clarity.
Security Best Practices for Remote Teams
Multi-Factor Authentication for All User Logins
GlassJar supports MFA across all user accounts. This adds an essential layer of security, especially for remote teams accessing the platform from personal devices or unsecured networks.
IP Logging and Access Location Monitoring
Administrators can view login locations and timestamps for every user. If suspicious activity is detected—such as a login from a foreign country outside work hours—access can be immediately revoked and the user flagged for review.
Managing Internal Teams and External Contractors
Internal Teams with Segmented Access
In-house teams often include a combination of accounting specialists, finance managers, and operational staff. GlassJar supports internal segmentation so that staff members only see the modules and transactions relevant to their daily responsibilities.
Controlling Access for Freelancers and Bookkeeping Services
Contractors and virtual bookkeepers may need limited access for a specific scope of work. GlassJar allows you to define what contractors can access, such as entering transactions or running reports, while blocking access to payroll, user settings, and sensitive client data.
Scaling User Permissions as Your Business Grows
From One Bookkeeper to Full Finance Teams
Startups may begin with one part-time bookkeeper. As operations grow, the team could expand to include dedicated roles for accounts receivable, accounts payable, and financial analysis. GlassJar’s user management features adapt to each stage of growth.
Preparing for Advanced Role Segregation
When a business begins implementing internal controls, user management becomes even more critical. Duties such as approval of purchase orders, bank reconciliations, or journal entries should be assigned to separate individuals to avoid conflicts of interest.
GlassJar is built to support these advanced controls out of the box.
Reducing Errors Through Access Restrictions
Preventing Unintentional Data Changes
Most financial errors happen because someone edited a field they shouldn’t have. By restricting access to sensitive areas like the chart of accounts or opening balances, GlassJar helps reduce these risks.
Creating a More Error-Resistant Environment
Even well-meaning team members can make costly mistakes if given too much system access. Granular permission settings prevent unauthorized or unnecessary data changes, improving accuracy across all financial modules.
User-Based Report Visibility and Access
Customizing Report Access by Role
Certain financial reports should only be seen by select roles. For example, the payroll summary or budget forecast may only be appropriate for senior leadership. GlassJar allows you to assign report visibility based on user roles.
Safeguarding Strategic Financial Insights
Restricting access to performance dashboards and forecasts ensures that sensitive financial strategy remains confidential and is only available to those who need it for decision-making.
Monitoring Login Activity and System Access
Real-Time Visibility into Active Sessions
Admins can view who is currently logged in and what areas of the platform they are accessing. This is especially useful during critical financial events like month-end close, where real-time oversight can help ensure data integrity.
Tracking Inactive Users and Dormant Accounts
Accounts that haven’t been used in months can present security risks. GlassJar highlights dormant users so administrators can review, deactivate, or follow up as needed.
User Access and Compliance With Financial Regulations
Supporting Compliance with Financial Reporting Standards
Many financial regulations—including those related to internal control frameworks, audit preparation, and investor readiness—require documented proof of role segregation and user permissions. GlassJar’s user management features support these regulatory demands.
Preparing for Audits with Built-In Logs
All changes made within the system are automatically tracked. This provides a ready-made resource for audit documentation, whether you’re preparing for a financial statement audit, grant compliance audit, or due diligence review for funding.
Integrating User Management With Other GlassJar Features
Linking Permissions to Budgets, Projects, and Tags
GlassJar allows user access to be controlled not only by entity and module, but also by budget line, tag group, or project. This helps department heads and project managers oversee only what’s relevant to their teams.
Assigning Approval Rules by Vendor, Client, or Category
User permissions can also be tied to vendor categories, customer groups, or chart of account segments. This level of targeting helps ensure that users are only engaging with the specific areas they are responsible for managing.