Multi-user roles

Choose the appropriate level of account access for each of your multi-users.

Sam Gioia avatar
Written by Sam Gioia
Updated over a week ago

Updated Aug 27, 2023

Multi-users can be assigned one of three roles: Basic, Accountant, or Admin. The role you select determines the level of access your multi-user has to your account.

No matter which role you select, multi-users cannot access or change your:

  • Login settings

  • Billing

  • Notification settings

  • Affiliate dashboard

  • Connected calendar


🚨 From the Projects page, basic users only have access to assigned projects and tasks. Basic users can't create a new project.

Below is an illustration of the simplified dashboard visible to basic users. Basic users will not have access to the brand-wide inbox or settings. They will only see calendar events associated with projects or tasks to which they have been assigned.

The Reporting section is not available to a basic user. Under Utilities, basic users can only access the Address Book. The only clients visible in the address book will be the clients whose projects the basic user is assigned to.

Inside a project, basic users CAN:

  • Change the project title and date

  • Archive or unarchive the project

  • Add project tags

  • Change the project status

  • Update client and project fields

  • Activate the client portal and set or change the portal password

  • Send emails, including canned email templates to the client

  • View, edit, copy, remove, and send forms that have already been added to the project

  • View or change existing appointments and send new scheduling requests not using a scheduler template (create a scheduler on the fly)

  • View workflows that have already been added to the project

  • Add, edit, and complete tasks

  • Add and edit project notes

  • View the project activity log

Inside a project, basic users CANNOT:

  • Add, view, send, or edit the contract on the project

  • Access the Invoices tab within a project

  • Add new forms to the project

  • Send new appointment scheduling requests using a scheduler template

Visibility settings

You can also choose whether or not this user will have access to:

  • Contracts: Enables access to view, edit, and send the existing contract on the project.

  • Invoices: Enables access to the Invoices tab inside of the project, which allows the user to view, create, edit, and send invoices to the client. The Reporting section and brand-wide financial information will still be restricted.

  • Templates: Enables access to add canned emails, contracts, forms, and workflows to a project from the available templates already created in the Templates tab.

    • Basic users will be able to edit emails, contracts, forms, and workflow actions after it’s added to the project (their edits will not affect the templates outside of the project).

    • Basic users can access the Templates tab to view templates but will see a “permission denied” error if they try to edit, add, or delete any templates.

    • Basic users with this permission will not be able to add or view scheduler templates.


🚨 All viewable pages are read-only — accountant users are unable to make any edits.

An accountant user will only have access to view certain pages under the Reporting tab — specifically, the Invoices, Transactions, Chart of Accounts, and Reports pages.

To view invoices, accountant users can go to Reporting >> Invoices, but they can’t edit the invoices.


An admin user will have access to almost everything in your account that you do, such as all of your projects, reporting, templates, etc.

There are some limitations for admin users:

  • An admin multi-user will not have access to Settings >> Billing for your brand.

  • Multi-users (including admin users) cannot see each other's connected calendars. An admin user may connect a calendar to their account, but only the brand owner's calendar will interact with the scheduler. The scheduler does not support scheduling with multiple team members.

  • Multi-users (including admin users) cannot connect their own email accounts to the brand. Only one email account may be connected per brand.


Can I change a multi-user's role after inviting them to my account?

Yes! Head to Settings (gear icon) >> Multi-user and click on their name in the list. You'll be able to choose a different role or adjust their current role there.

How do notifications work with multi-users and their roles?

Each multi-user is able to control their own notification settings for each brand they have access to. Multi-users will only have control over notifications appropriate to their role and will not receive notifications about something in Dubsado that their role does not give them access to.

Can each user have their own email address connected for receiving and sending emails through Dubsado?

No. Only one email account may be connected per brand. Multi-users will not be able to send messages from their own email accounts in your brand, but they will be able to see replies from clients while inside Dubsado.

Can a multi-user get BCC'd on emails?

No. Only the brand owner can be BCC'd on outgoing emails sent through Dubsado.

Can each user connect their own calendar to Dubsado for scheduling?

While each user can connect their own calendar account to Dubsado, the Dubsado scheduler only integrates with the brand owner's calendar. You will not be able to create different schedulers for different multi-users, or automatically assign appointments to different multi-users based on their availability. Users cannot see each other's calendars.

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