Managing user access is crucial for maintaining security and ensuring team members have the right permissions for their roles. If someone changes roles or leaves the company, it’s important that you review their permissions.
Here's our guide to editing access for existing team members.
Who can edit user access
To help prevent unintended payments, only Owner and Admin roles can modify other members' permissions and access levels.
To edit a team member's access
Go to Settings, then Members
Find the team member whose permissions you want to modify.
Click the three dots next to their name.
Select the type of change you want to make.
Types of changes you can make
Edit role:
Change between Owner, Admin, Bookkeeper, Employee, or Custom.
Permissions update immediately.
Choose Custom for tailored permissions.
Not sure which role you need? Read this article: Understand user roles and permissions.
Edit details:
Update a member’s name or phone number.
Add missing contact details.
Note: If a member wants to change the email address they use to log in, the simplest solution is to add them as a new member using their desired email address.
Edit personal direct email:
Note: Personal direct emails are unique to each member, and can be used to send documents directly to Apron. You can:
Update the unique email address for document submissions.
Remove member:
Completely remove access to the account.
They'll lose all permissions immediately.
Can re-add them later if needed.
Best practices for managing access
Regular access reviews:
Review team permissions quarterly.
Remove access for departed team members immediately.
Update permissions when roles change.
Safely document who has what access.
Principle of least privilege:
There are a few things that you can do in order to maximise the security of your workflow. Consider these your Apron insider tips.
Give minimum permissions required for the job.
Start with basic access and add as needed.
Don't give Admin access unless necessary.
Use approval workflows instead of broad permissions.
Change management:
Notify team members when their access changes.
Explain why changes are being made.
Provide training on new permissions.
Monitor usage after permission changes.
Security considerations:
Limit the number of Admins to essential personnel (Too many cooks spoil the broth).
Use two-factor authentication for all users.
Log and monitor permission changes.
Have a process for emergency access removal (e.g. follow a disagreeable departure).
Common access scenarios
Promoting an employee:
Change their role from Employee to Bookkeeper or Admin.
Provide training on new permissions.
Monitor their initial usage.
Getting help
Need help with user access management, or have questions about appropriate permissions for specific roles? Contact our support team via chat or email (at [email protected]).