A workspace is one business. Its accounts, transactions, reports and members belong to it and are not visible from any other workspace.

If you run several companies — or a company alongside a sole trader registration — give each one its own workspace. You switch between them from the menu at the top left.

Every member has a role that decides what they can see and do:

Admin, Editor and Viewer work on every plan, including Free. Custom roles are where plans differ:

On Basic, a custom role can restrict which accounts and reports someone sees, but cannot grant import and export, workspace settings, user management, or changes to your data structure. Those need Pro.

If you downgrade to Free, custom roles already in place keep working — you simply cannot create or edit one until you upgrade again.

A member can be given access to all accounts, or only to the ones you choose. Someone limited to two accounts out of ten sees only those two — in the transaction list, in the balance, in every report.

They do not see that the other accounts exist. No greyed-out rows, no unexplained gaps in the totals. Their figures are recalculated for what they can access, so everything adds up from their point of view.

This is how you let a bookkeeper work on one company's accounts without showing them the rest.

Accounts you connect later are not added automatically. If you give someone access to a specific list and then connect a new bank account, they will not see it until you add it to their list. The exception is the person who connected the account — it is added to their own list straight away.

Choosing Custom lets you set each permission separately:

Plus individual switches for import and export, workspace settings, user management, and changes to your data structure.

User management requires access to all accounts. If you switch it on, account access changes to "All accounts" and any list you had selected is discarded when you save. Someone who manages members can see every account, because they could grant themselves access to any of them anyway.

Billing is not one of these switches. Managing the subscription and payment details is available to the owner and to admins only.

Note that managing users and managing accounts are separate. Someone can be allowed to enter transactions without being allowed to connect or disconnect bank accounts.

Invite from the Members page, or from your user menu. You can add several people at once; each row takes an email address and a role.

The invitation arrives by email and is valid for seven days. The recipient must be signed in with the address you invited — if they open the link while signed in as someone else, they are told to sign in with the invited address.

An invitation takes a seat as soon as you send it, before it is accepted.

To change an invitation, revoke it and send a new one.

Changing permissions takes effect on the server immediately. The person's open tab reloads itself within about ten seconds, or as soon as they return to it if they were looking at something else.

Deactivate keeps the member and their permissions, releases their seat, and cuts off access at once. Reactivating them restores exactly what they had, provided a seat is free.

Remove deletes the membership. Their permissions are gone, and inviting them back means choosing everything again.

Either way, the transactions, accounts and reports they created stay in the workspace.

Transferring ownership is available to the owner, and only to a member who has user management — an admin, or a custom role with that permission. The previous owner becomes an admin and can be made owner again later.

Reports someone created themselves. A member who can view reports can also edit and delete the reports they created. Everyone else's reports remain read-only to them. A member with no report access at all cannot see their own reports either.

Transfers between accounts. A transfer appears once, on the account the money left. So a member who can see only the receiving account will not find the transfer in their list, though their balance still includes it. A member who can see only the sending account sees the row and their side's amount, with the other account left blank. In both cases they cannot edit or delete it — changing a transfer affects both sides, and one of them is not theirs to touch.

Pages they no longer have access to. If you remove someone's access to a section while they are using it, they are taken back to the dashboard rather than shown an error.

Paid plans are charged per seat. A seat is a number, not an assignment: every active member and every pending invitation uses one.

Charges are based on the seats you bought, not on how many are in use. Adding seats is billed immediately at the prorated amount. Reducing them takes effect from the next billing period, without a refund.

Deactivating or removing someone frees their seat for a new member, but does not reduce your bill on its own — lower the seat count in billing for that.