Introducing Small Business Permissions in Hubdoc

September 3, 2019 Geoffrey Gualano

Hubdoc Small Business Permissions

One of the greatest benefits of Hubdoc is having all of a business’ documents conveniently centralized in one secure digital filing cabinet. As a business owner, however, having the ability to control who is able to access, submit, view, code, and publish those documents is critical for ensuring sensitive data remains secure.

...which is why we’re excited to introduce Small Business Permissions in Hubdoc!

Control who can manage and access documents in Hubdoc

Business owners can now specify the roles and permissions for each user who has access to their Hubdoc organization – for example, employees who only need to submit documents, auditors who only need to view documents, and advisors who need to code and publish documents to the business’ general ledger.

Used in conjunction with Hubdoc’s document audit trail feature, business owners now have more control over who can submit documents to Hubdoc, and can easily gain a complete understanding of who has submitted documents, as well as when and how they were submitted.

There are three types of user roles:

  1. Upload Only
  2. Standard
  3. Accountant/Bookkeeper

Upload Only

The Upload Only user role is ideal for people who only need to submit source documents, but should not be able to see bank statements or other confidential documents in Hubdoc, such as an employee at a small business who needs to hand in bills and receipts. 

Users given the Upload Only role will be able to:

  • Upload documents to the business’ Hubdoc organization
  • View only the documents that they have uploaded, and not documents uploaded by other users or fetched via automated connections
  • Optional: They can also be granted the permission to publish the documents they’ve uploaded to the business’ general ledger

Standard 

The Standard user role is ideal for people who need to upload and/or see all of the organization’s documents, such as administrative employees who manage the business’ day-to-day bookkeeping needs. 

Users given the Standard role will be able to:

  • Upload documents to the business’ Hubdoc organization
  • View and download all documents
  • Manage the organization’s settings
  • Optional: Publish documents to the organization’s general ledger
  • Optional: Manage automated connections
  • Optional: Manage other users

Standard users can also be granted Read Only status, which revokes all permissions except the ability to view all of the organization’s documents (i.e., ideal for auditors or those who only need to view the organization’s documents).

Accountant/Bookkeeper

The Accountant/Bookkeeper user role is ideal for administrators, accountants, bookkeepers, and/or advisors who require full access and capabilities within the business’ Hubdoc organization.

Users given the Accountant/Bookkeeper role will be able to:

  • Upload documents
  • View all documents
  • Publish documents to the business’ general ledger
  • Manage automated connections
  • Manage other users
  • Manage organization settings

Important: If you are a small business inviting your accountant or bookkeeper, we strongly suggest that you grant them this role. This ensures that they can link your organization to their practice in Hubdoc. 

Learn how to add employees with user roles and manage small business permissions by taking our free ‘Hubdoc Security Best Practices’ course, or reviewing our Helpdesk article

We’ve made a few changes to the Hubdoc navigation bar

As you may have noticed, we’ve also made a few changes to the Hubdoc navigation bar.

Gear & Profile icons

In the Hubdoc navigation bar, you’ll notice that “Accounts” has been replaced with a gear icon, and your organization name has been replaced with a profile icon. Please note that clicking on these icons will enable the same functionality as before – the gear icon will open your Hubdoc account settings window, and the profile icon will open up a drop-down menu with your profile options. 

Hubdoc Gear Icon and Profile Icon

New Tabs 

When you click the “Add Account” button or the gear icon, you might see the following new tabs in the Hubdoc settings window (depending on your role and permissions):

Users – Manage and add small business users (as explained above).

Organization – Change your Hubdoc organization name, base currency, date format, and intake email address; enable or disable data extraction; and set up an integration with Fujitsu ScanSnap and the Hubdoc organization.

Profile & Security – Change your Hubdoc username, email, password, and manage two-factor authentication. 


Learn more about Small Business Permissions

To learn more about Small Business Permissions in Hubdoc, we encourage you to enroll in our free ‘Hubdoc Security Best Practices’ course. The course takes less than 20 minutes to complete. Sign up here!

About the Author

Geoffrey Gualano

Geoffrey Gualano is the Director of Marketing at Hubdoc. He has a passion for customers and bringing products to market. An ex-musician and aspiring chef, he spends his free time cooking and listening to music. Follow his cloud bookkeeping journey in 'How I Learned Cloud Bookkeeping'!

Follow on Twitter More Content by Geoffrey Gualano
Previous Article
Hubdoc Support is Now Available in Xero Central
Hubdoc Support is Now Available in Xero Central

Hubdoc support is now available in Xero Central! If you are not using Xero, you can still access Hubdoc sup...

Next Article
Hubdoc is Now Available in New Zealand!
Hubdoc is Now Available in New Zealand!

Get the details on the Xero blog!