Understanding Roles and Permissions in Holdings: SuperAdmin, Admin, Member, and Bookkeeper Explained

Understanding Roles and Permissions in Holdings

Holdings provides a robust system for assigning roles and permissions to team members, ensuring that each individual has access tailored to their responsibilities. With four distinct roles—SuperAdmin, Admin, Member, and Bookkeeper—you can maintain security while enabling effective collaboration. Below, we’ll break down the permissions associated with each role to help you assign the right level of access to your team.

Roles and Their Permissions

1. SuperAdmin

The SuperAdmin is the account owner and has the highest level of access. Only one SuperAdmin is allowed per account.

Permissions:

• Full control over all account functions.

• View balances and company details: Access all account balances and company information.

• Make money movements: Initiate ACH, wire transfers, or internal transfers.

• View, update, and link external accounts: Manage connected bank accounts.

• Add team members and edit their permissions: Invite new users, assign roles, and update permissions for existing team members.

• Export transaction data and edit integrations: Access transaction history and manage integrations with accounting platforms like QuickBooks or Plaid.

• Transfer SuperAdmin status: Transfer ownership of the account to another Admin if needed.

Best For: Business owners or primary decision-makers who oversee all financial operations.

2. Admin

Admins have extensive permissions but cannot transfer SuperAdmin status. They are ideal for trusted team members managing day-to-day operations.

Permissions:

• View balances and company details: Access all account balances and company information.

• Make money movements: Initiate ACH, wire transfers, or internal transfers.

• View, update, unlink, and link external accounts: Manage connected bank accounts.

• Add team members and edit their permissions: Invite new users and assign or update roles (excluding SuperAdmin).

• Export transaction data and edit integrations: Access transaction history and manage integrations with accounting platforms like QuickBooks or Plaid.

Best For: Senior managers or trusted employees responsible for handling financial operations.

3. Member

Members have limited access focused on viewing account details without the ability to move money or manage settings.

Permissions:

• View balances and company details: Access account balances and basic company information.

• View accounts: See linked accounts but cannot modify them.

• View team members: View a list of team members but cannot edit their roles or permissions.

• Export transaction data and edit integrations: Access transaction history for reporting purposes.

Best For: Employees who need visibility into financial data but do not require transactional authority.

4. Bookkeeper

Bookkeepers have read-only access to financial data for reporting purposes without the ability to make changes or move funds.

Permissions:

• View balances and company details: Access account balances for reconciliation purposes.

• View accounts: See linked accounts but cannot modify them.

• View team members: View a list of team members but cannot edit their roles or permissions.

• Export transaction data and edit integrations: Export transaction history for bookkeeping or tax preparation.

Best For: External accountants or bookkeepers responsible for maintaining financial records.

Choosing the Right Role for Your Team

When assigning roles, consider the following best practices:

1. Grant Permissions Based on Responsibilities: Assign Admin roles sparingly to trusted individuals who need high-level access, while using Member or Bookkeeper roles for limited visibility tasks.

2. Review Roles Periodically: Regularly audit team member roles to ensure they align with current responsibilities as your business evolves.

3. Limit SuperAdmin Transfers: Only transfer SuperAdmin status when absolutely necessary to maintain control over your account.

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 transactions, add new users, and manage external accounts.

• A marketing employee is given a Member role to view campaign budgets without making changes.

• The external accountant is granted a Bookkeeper role to reconcile transactions during tax season.

Final Thoughts

Understanding the roles and permissions in Holdings ensures that your team has the appropriate level of access while maintaining security over your financial operations. By carefully assigning roles like SuperAdmin, Admin, Member, or Bookkeeper, you can streamline collaboration while safeguarding sensitive information. Use this guide to manage your team effectively!