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, wage 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
Decide who can view or edit transactions. Restrict access to sensitive financial data while giving your team the tools they need to do their jobs efficiently.
Track Activity & Maintain Security
See who made each change with the activity trail. GlassJar helps you keep 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
✔ Role-based permissions to match your team’s needs
✔ Permission controls to protect sensitive data
✔ Activity tracking for security and compliance
✔ Free CPA or bookkeeper seat for easy 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.
Roles and Permission Levels
Admin and Non-Admin Users
GlassJar has two kinds of users. Admins manage settings, users, and every area of the books. Non-admin users get the access their role allows, so they can do their work without reaching areas they don’t need. Intro includes one user, Essentials includes two, and Advanced includes five, and you can add more people on Essentials and Advanced.
A Free Seat for Your CPA or Bookkeeper
Every plan includes a free seat for your CPA or bookkeeper, so they can work in your books with their own login instead of borrowing yours.
Limiting Access Within Your Books
Role-based permissions let you decide what each person can see and change. A part-time helper who enters expenses doesn’t need access to user settings or every report, and a narrower set of permissions means fewer accidental changes.
Inviting Your Accountant or Tax Preparer
GlassJar makes it simple to invite your outside accountant or tax preparer without giving them full admin rights. Use the free CPA or bookkeeper seat so they can review reports, journal entries, and the general ledger with their own login.
Offboarding and Access Control for Former Employees
Removing Access Without Losing the Record
When an employee leaves, remove their access right away. The activity trail keeps the record of what they entered and changed, so their history stays with your books.
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 by whom 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
Sign-In Security
Sign In With Google or Email
Each person signs in with their own login, using Google sign-in or email. Sign in with Google to use your Google account’s multi-factor authentication. That matters for remote teams working from personal devices or shared networks.
Managing Internal Teams and External Contractors
Your Team, Each With the Right Access
Small teams often mix roles, with one person handling sales and another paying bills. Role-based permissions keep each person focused on the parts of the books that match their job.
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 user settings and other sensitive 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.
Separating Duties as You Grow
When a business begins implementing internal controls, user management becomes even more critical. Duties such as paying bills, bank reconciliations, or journal entries should be assigned to separate individuals to avoid conflicts of interest.
Role-based permissions in GlassJar let you split these duties between people.
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.
Dashboards and Review Records
Each User Chooses Their Dashboard
Each user chooses which reports from the report library appear on their own dashboard, so the owner, the bookkeeper, and the person paying bills each see what matters to them.
Preparing for Reviews With Built-In Logs
Changes made in GlassJar are tracked in the activity trail. That gives you a ready record when your accountant reviews the books, when a lender asks questions, or when you need to show who changed what.
Frequently asked questions
What are user roles and permissions in accounting software?
User roles and permissions determine which parts of the books each person on the team can see and change. A role groups a set of permissions together, so that a new team member can be given an appropriate level of access in one step rather than by configuring each permission individually.
Why does a small business need permission controls?
A small business needs permission controls for the same reason a larger one does, and arguably more urgently, because the team is small enough that one person often holds several responsibilities at once. Limiting access reduces the chance of an accidental change to a reconciled period, and it keeps sensitive figures such as wages visible only to the people who need them.
Can access be limited to specific areas of the books?
Access can be limited by area, so that a bookkeeper working on expenses does not need to be given the ability to change settings or view every report. The purpose is not distrust. The purpose is that a narrower set of permissions produces fewer accidental changes and a clearer audit trail.
Does adding more users make it harder to see who changed what?
Adding users makes an activity record more important rather than less. Accounting software that supports multiple users keeps a log of changes, so that a figure which moved unexpectedly can be traced to the person and the moment it moved.