Settings
Roles and Permissions
Set permissions per role and module, choose All or Allocated Only client and task visibility, and control access to client fees and hours.
Built for UK accountants, bookkeepers and growing accountancy practices.
How it works
Not everyone in an accounting firm needs to see everything. Remindoo's roles and permissions matrix lets you apply least-privilege access across the practice, which is good security and good GDPR practice. Each role — such as Admin, Employee, BDM Team or Marketing Team — appears as a column showing how many permissions it has and how many users hold it.
The most important single setting is Client & Task Visibility. Choose All for partners and managers who oversee the whole client base, or Allocated Only for staff who should only see the clients and tasks assigned to them. A sales or marketing role can work on leads without browsing client accounts.
Below that, permissions are grouped by module: Dashboard, Clients, Tasks, Leads, Knowledge Bank, Proposals, Document Portal, Invoices and more. Each module shows a count such as 6/6 or 4/6, and expanding it reveals individual actions. In the Clients module those include Create / Import clients, Edit client information and status, Delete client records, Manage services and reminders, View fee aggregates and View hour aggregates. That level of control means you can, for example, let a team update client details but not delete records, or hide fee totals from roles that do not need them.
Search permissions, Expand All and Create Role make it easy to build new roles as the firm grows.
One matrix for every role
Compare roles such as Admin, Employee, BDM Team and Marketing Team side by side, see how many permissions and users each has, and set Client & Task Visibility to All or Allocated Only.
What you can see
- Role columns Admin, Employee, BDM Team, Marketing Team with permission counts out of 72 and user counts
- Edit and delete icons for each role
- Data Visibility row and Client & Task Visibility set to All or Allocated Only
- Module rows: Dashboard, Clients, Tasks, Leads, Knowledge Bank, Proposals, Document Portal, Invoices
- Per-module counts and tick boxes for each role
- Search permissions, Expand All and Create Role
Why it matters: One matrix shows exactly what every role can access, so least-privilege access is easy to set and audit.
Granular permissions
Expand a module to control actions such as create/import clients, edit client information, delete client records, manage services and reminders, and view fee and hour aggregates.
What you can see
- Clients module expanded
- Create / Import clients and Edit client information and status
- Delete client records
- Manage services and reminders
- View fee aggregates and View hour aggregates
- Tick or cross for each role
Why it matters: You can protect client records and sensitive fee data while still letting staff do their jobs.
Frequently asked questions
Can I control what each employee sees?
Yes. Roles set permissions per module (e.g. create/import clients, delete clients, view fee and hour aggregates) and whether a user sees All clients and tasks or Allocated Only.
Can Remindoo connect to HMRC?
Yes. Add HMRC agent authorisation accounts (including XML) and Tax Liability Agents for VAT, PAYE, SATR and CT600.
Can I enforce MFA?
Yes. Make multi-factor authentication mandatory for all employees.
Can staff connect an AI assistant like Claude or ChatGPT?
Yes, through MCP Access, which an admin can switch off for the whole practice and review per employee.
Can staff see only the clients assigned to them?
Yes. Set Client & Task Visibility to Allocated Only for that role; roles set to All see every client and task.
Can I stop a role deleting client records?
Yes. Expand the Clients module and untick Delete client records for that role.
Continue the Settings guide
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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 Annie, Product Lead at 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.”
