How to Invite Team Members and Manage Roles in Holdings

Holdings makes it easy to collaborate with your team by allowing you to invite members, assign roles, and manage permissions. This ensures that each team member has the appropriate level of access based on their responsibilities. Below, we’ll explain how to invite team members, what each role entails, how to remove users, and how to transfer the SuperAdmin (account owner) status.

How to Invite Team Members

1. Navigate to the Team Section

• Log in to your Holdings account.

• From the dropdown menu, select Team to view the list of current team members and their roles.

2. Add a New Team Member

• Click the + Invite button in the top-right corner of the Team page.

• Enter the new team member’s details:

  • First Name and Last Name

  • Email Address (this is where the invitation will be sent).

3. Assign a Role

• Choose one of the available roles (SuperAdmin, Admin, Member, or Bookkeeper) based on their responsibilities.

• Click Invite, and an email invitation will be sent to the new team member.

Roles and Permissions in Holdings

Each role comes with specific permissions tailored to different levels of responsibility:

How to Remove a Team Member

If a team member no longer needs access to your Holdings account:

1. Go to the Team section from the dropdown menu.

2. Select the team member you want to remove from the list.

3. At the bottom of their profile page, click Remove Team Member.

4. Confirm your choice in the dialog box that appears.

Important Notes:

• Once removed, a user cannot be re-added with the same email address unless invited again from scratch.

• Consider downgrading their role temporarily if you’re unsure about removing them permanently.

How to Transfer SuperAdmin (Account Owner) Status

The SuperAdmin role is unique and critical for account management as it grants full control over all functions in Holdings. If you need to transfer this role:

1. Go to the Team section and locate your profile under SuperAdmin status.

2. Select Transfer SuperAdmin Status, usually located at the bottom of your profile page.

3. Choose a new team member from the list of Admins to assign as the new SuperAdmin.

4. Confirm the transfer by following any additional prompts.

Important Notes:

• Only one SuperAdmin is allowed per account at any time.

• Ensure that the new SuperAdmin is fully briefed on their responsibilities before transferring ownership.

Best Practices for Managing Roles and Permissions

1. Assign Roles Based on Responsibilities: Use Admin roles sparingly for trusted individuals who need high-level access while assigning Members or Bookkeepers for limited visibility tasks.

2. Review Permissions Regularly: Periodically audit team roles and permissions to ensure they align with current responsibilities.

3. Limit Access Where Necessary: Avoid granting unnecessary permissions that could lead to security risks or accidental changes.

4. Monitor Activity Logs: Use Holdings’ activity tracking features to review actions taken by team members for accountability.

Real-World Example

A small business might structure its team roles as follows:

• The business owner holds the SuperAdmin role with full control over all accounts and settings.

• The operations manager is assigned an Admin role to handle day-to-day transactions and add new team members when needed.

• A marketing employee is given a Member role for visibility into campaign budgets but no ability to move funds.

• The external accountant is granted a Bookkeeper role for accessing statements and exporting transaction data for tax preparation.

Final Thoughts

Inviting team members and managing roles in Holdings ensures secure collaboration while maintaining control over your financial operations. By carefully assigning roles like Admins, Members, or Bookkeepers—and transferring SuperAdmin status when necessary—you can streamline teamwork without compromising security or efficiency. Start managing your team today with confidence!