Employee roles and permissions
Employee Roles and Permissions for Accounting Practices
Control which parts of Remindoo each employee can see and manage. Create custom roles, restrict access by module and limit client or task visibility to allocated work. Give every employee the access they need while keeping sensitive client, financial and administrative functions appropriately restricted.
Built for UK accountants, bookkeepers and growing accountancy practices.
Control Access Across Your Entire Practice
Remindoo gives you one central permission matrix covering every main module:
- Dashboard
- Clients
- Tasks
- Leads
- Knowledge Bank
- Proposals
- Document Portal
- Invoices
- Settings and administration
Module visibility
Whether a role can access a module or its records.
Action permissions
What people in that role can create, edit, send, delete or administer.
Teams organise employees operationally, while roles determine what each employee can access and manage. See Team Management.
Permissions help you manage access; on their own they do not guarantee data security or regulatory compliance.
Create Roles That Match How Your Practice Works
- Create custom roles
- Add a role name and description
- Choose an identifying colour
- Copy permissions from an existing role
- Edit roles
- Delete custom roles
- Built-in system roles are protected from deletion
- See how many permissions each role has
- See how many employees are assigned to each role
Example roles you might create (these are examples, not fixed defaults):
- Administrator
- Accountant
- Bookkeeper
- Payroll team
- Tax team
- Business development team
- Marketing team
- Finance team
- Practice manager
Manage Permissions from a Clear Role Matrix
Each role appears as a column and each permission as a row, so you can compare roles side by side.
- Compare roles side by side
- See the number of enabled permissions
- Search for specific permissions
- Expand or collapse permission groups
- Show or hide role columns
- Enable or disable a whole module group at once
- Change individual permissions
- See assigned-user totals and open the users attached to a role
The reviewed product currently includes 71 configurable permissions across its modules.
Control Which Clients and Tasks Employees Can See
Data visibility is set separately from action permissions.
- Allow access to all clients and tasks
- Restrict access to allocated clients and tasks
- Apply visibility by role
- Combine visibility with create, edit, delete and management permissions
Example: a team member may update tasks only for work allocated to them, while an administrator can view all clients and tasks.
Tailor Dashboard Access by Role
- Tasks
- Timesheets
- Capacity planning
- Leads
- Proposals
- Employees and services
- Client summary
- Data visibility (supported areas)
- CSV export (supported areas)
Share the operational information each role needs without automatically exposing every dashboard or export.
Control Access to Client Records and Practice Data
- Create or import clients
- Edit client information and status
- Delete client records
- Manage client services and reminders
- View fee aggregates
- View hour aggregates
- Apply client visibility rules
A user can be allowed to update a client while access to fee or hour aggregates is managed independently.
Explore Client managementAssign Detailed Task Permissions
- Create custom tasks and subtasks
- Manage tasks and subtasks
- Delete tasks
- Reassign tasks and subtasks
- Change task and progress status
- Manage the Prepared checklist stage
- Manage the Reviewed checklist stage
- Manage the Approved checklist stage
- Manage recurring custom tasks
- Restrict task visibility to allocated work
Protect and Control Your Lead Pipeline
- Control lead visibility
- Create, edit and delete leads
- Change lead status
- Add timeline notes
- Convert leads into clients
- Reassign leads
- Manage lead tasks
Control Knowledge Content Management
- Manage articles
- Manage FAQs
Give selected employees responsibility for maintaining internal or client-facing knowledge content.
Explore the Knowledge BankManage Access to Proposals and Templates
- Manage proposals
- Send proposals
- Manage document templates
Manage Document Portal Access
- Document Portal visibility
- Manage the Document Portal
A role can be allowed to see the Document Portal while management access is controlled separately.
Explore the Document PortalProtect Sensitive Invoice and Payment Functions
- Invoice visibility
- Create invoices
- Edit invoices
- Void invoices
- Record invoice payments
- Create credit notes
- Manage payment providers
- Manage invoice providers
- Synchronise provider contacts
- Manage provider settings
Control Personal and Company Email Access
- Connect a personal email account
- Set company email access
- View team members’ emails
Company email access can be restricted independently — for example, all company emails or no company email access. Administrators do not automatically read every employee's email; access depends on the configured role.
Explore Email managementRestrict Sensitive Administrative Controls
- Manage service and email templates
- Employee and team management
- User and role management
- Administrative Global Settings
- Edit personal profile
- Manage lead settings
- Manage proposal settings
- View tax liabilities
- Access AI features
- Multi-factor authentication permission
- Send communications and bulk emails
- Manage automation rules
Administrative permissions can be kept to the appropriate roles while employees keep access to their own personal profile.
Explore Email templates Explore Practice settingsHow Module Permissions Work
1. Choose what the role can see
Set visibility for clients, tasks, leads, documents, invoices and email areas where supported.
2. Choose what the role can do
Enable specific actions such as creating, editing, reassigning, sending, deleting or managing settings.
3. Assign employees to the role
Employees assigned to the role receive its module visibility and action permissions.
- Employee
- Assigned role
- Module visibility
- Permitted actions
Example: a bookkeeping role might see allocated clients and tasks, update task progress and manage checklists, but be prevented from deleting clients, sending proposals, voiding invoices or changing administrative settings.
Why Role-Based Permissions Matter for Accountancy Practices
Limit access to relevant work
People see the clients and tasks they work on.
Protect fee and invoice information
Keep fee aggregates and invoice actions with the right roles.
Separate preparation, review and approval
Assign each checklist stage to a different role.
Restrict deletion and admin actions
Keep deleting and settings changes limited.
Control email visibility
Decide who sees the company inbox and team emails.
Support specialist departments
Roles for BDM, marketing, accounts or admin teams.
Easier onboarding
Reuse a role for every new starter.
Consistent access as you grow
Everyone in a role gets the same configured access.
Who Manages Automation
The Manage automation rules permission controls who can create, pause and delete rules.
Explore accounting workflow automationFrequently asked questions
What are employee roles and permissions?
A role is a reusable set of permissions. It decides which modules and records employees assigned to it can see, and which actions they can take, such as creating, editing, sending or deleting.
Can I create custom roles in Remindoo?
Yes. You can create custom roles with a name, description and identifying colour, then edit or delete them later.
Can I copy permissions from an existing role?
Yes. When creating a role you can copy permissions from an existing role and then adjust them.
Can I restrict employees to allocated clients and tasks?
Yes. Client and task visibility can be set to all records or allocated records only, by role.
Can I control who creates or deletes clients?
Yes. Creating or importing clients, editing client information and status, and deleting client records are separate permissions.
Can task permissions separate preparation, review and approval?
Yes. Managing the Prepared, Reviewed and Approved checklist stages are separate permissions, so different roles can be responsible for each stage.
Can I control who converts leads into clients?
Yes. Converting a lead into a client is its own permission, alongside creating, editing, deleting, reassigning and changing the status of leads.
Can proposal sending be restricted?
Yes. Sending proposals is a separate permission from managing proposals and managing document templates.
Can Document Portal access be controlled?
Yes. Document Portal visibility and managing the Document Portal are controlled separately by role.
Can I restrict who voids invoices or records payments?
Yes. Voiding invoices, recording invoice payments and creating credit notes are separate permissions from creating and editing invoices.
Can I control access to the company inbox?
Yes. Company email access can be set by role — for example, access to all company emails or no company email access.
Can I restrict access to team members’ emails?
Yes. Viewing team members’ emails is a separate permission. Administrators do not automatically read everyone's email; access depends on the configured role.
Can I control who manages automations and settings?
Yes. Managing automation rules, administrative Global Settings, user and role management, and lead and proposal settings are separate permissions.
Can employees be prevented from viewing tax liabilities?
Yes. Viewing tax liabilities is a permission that can be enabled or withheld by role.
Are system roles protected from deletion?
Yes. Built-in system roles cannot be deleted; only custom roles can be removed.
Give Every Employee the Right Level of Access
See how Remindoo helps your practice create reusable employee roles, control module access and keep sensitive functions limited to the appropriate team members.
Book a personalised demonstration based on your firm’s own process.
See it in action
More walkthroughs
Why knowing what each employee is working on matters
In a growing practice, the partner can no longer hold every job in their head. Clear ownership and visible workload are what stop deadlines slipping when someone is on leave, busy or new.
Clear ownership
Every client and task has a named person, so nothing sits unassigned and clients get consistent answers.
Balanced workload
Seeing tasks per person helps managers move work before one person is overloaded and another is waiting.
Cover for absence
When work, notes and history live in one system, a colleague can pick up a job without starting from scratch.
Controlled access
Roles and permissions keep sensitive client and AML data visible only to people who need it.
Practical tips from UK practice
- Group people into teams around services or client portfolios, and name a Team Lead for each.
- Review the employee task breakdown weekly, not only when a deadline is missed.
- Give new starters a limited role first, then widen access as they are trained.
- Use bulk reassignment when someone leaves or goes on holiday, rather than moving tasks one by one.
Related Remindoo features
Written and reviewed by Waqas Sagar ACA FCCA FMAAT, Chartered Accountant with 18+ years in practice. Founder and MD of Accotax, an ICAEW, ACCA and AAT regulated London practice that has served over 5,000 clients, and founder of Remindoo. Guidance is general; check current GOV.UK and professional body guidance for your firm.
What UK practices say about Remindoo
Read all reviews on Trustpilot“With Remindoo, everything from the first enquiry to onboarding and ongoing client management is tracked in one place… It saves us hours and gives me, as a practice owner, complete visibility of where the firm stands.”
“The biggest benefit is having clients, tasks, deadlines, workflows, proposals and communication all organised in one place.”
“During my trial, the team were absolutely amazing. They helped onboard my clients, set up my settings and made sure everything was ready for me to use… they made the whole process completely stress-free.”
“It brings client information, tasks, recurring deadlines, workflows and reminders together in one place, giving us much better visibility across the team.”
