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Every teammate has a role, and the role decides which parts of Hiveku they see and what they can do there. The default roles cover most jobs. When none fits, build your own, box by box. This guide builds a Bookkeeper role for Northwind: bills, vendors, invoices and the money reports, but not payroll, and none of the other departments. It shows where you give the role to a teammate, and how to delete a role you no longer need.

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Open the roles

Point to your profile picture at the bottom of the left rail, click Settings, then Team Members. Click Manage Roles.
Team Members, 1 member in this account, 1 of 25 seats used, with the Manage Roles button outlined next to Activity Log and Invite

Manage Roles, on Team Members

You see Manage Roles if you are the account’s owner or an admin, or if your role has Manage on Roles & Permissions.

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Start a role

Roles & Permissions lists your Custom roles and the Default roles. View on a default role shows what it can do. Click New role to start from nothing, or Clone on a default role to start from its access. Cloning Finance / Accountant is a quick start for a bookkeeper, for example.
Custom roles with No custom roles yet and the New role button outlined, above Default roles: Owner, Admin, Manager and Finance / Accountant, each with View and Clone

New role, or clone a default

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Name it

Type the Role name and a short Description, so other admins know what the role is for.
New role with Role name Bookkeeper and Description Enters and pays bills, sends invoices, both outlined, above the access table's headings

Bookkeeper

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Set each area’s access

1

Read the table

Below the name, each area of Hiveku has a heading (Websites, CRM & Sales, Accounting & Finance, Commerce, Marketing and so on) with its parts listed under it. For each part, tick what the role can do: View, Create, Edit, Delete and Manage. A dash means that part has no such action. A new role starts with almost every box empty.
2

Set a whole area at once

None, View and Full on an area’s heading set every row under it. Here Full on Accounting & Finance gives the Bookkeeper bills and vendors, invoices and payments, and the financial reports, and also Time Tracking, PTO and Contracts. Untick any the job doesn’t need.
3

Take away what the job doesn't need

Untick a box to take that action away. Unticking View clears the whole row, and ticking any other box ticks View too. The Bookkeeper doesn’t run payroll, so the Payroll row is cleared.
The Accounting & Finance heading with its Full button outlined, rows Overview, Accounts Payable (Bills & Vendors), Accounts Receivable (Invoices, Estimates, Payments), Time Tracking, PTO, My own time and time off, Contracts and Financial Reports ticked, and the Payroll row, every box empty, outlined

Accounting & Finance in full, except payroll

4

Save it

Click Save role at the bottom. The role joins Custom roles.
Custom roles with Bookkeeper, Enters and pays bills, sends invoices, outlined, with its edit and delete icons

The Bookkeeper role

In the left rail, bills, vendors, invoices and payroll are all in the Commerce menu. In the role table they are under Accounting & Finance: Accounts Payable (Bills & Vendors), Accounts Receivable (Invoices, Estimates, Payments) and Payroll. The table’s Commerce area covers orders, products, subscriptions, reviews and Commerce settings.

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Give the role to a teammate

Back on Team Members, click Invite. Type the person’s email address and pick the role in the list next to it. Custom roles are at the end, marked (custom). Then click Send Invite.
Invite New Member with an empty email box, the role list showing Bookkeeper (custom), outlined, and the Cancel and Send Invite buttons

Inviting someone as Bookkeeper

For someone already on your team, click the three dots on their row, then Change Role, pick the role and click Save. The owner’s role isn’t changed this way: ownership moves with Transfer Ownership on another member’s row.

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Change or delete a role

On Roles & Permissions, the pencil on a custom role opens it to change, and the trash can deletes it. A role someone still has can’t be deleted: give those people another role first.
Delete the Bookkeeper role? Members using it must be reassigned first. Cancel, and the Delete role button outlined

Deleting a role

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Good to know

  • A role can’t give more than you have. Unless you are the owner or an admin, a role you build or give out can only include actions your own role has.
  • Changes reach everyone with the role. Edit a custom role, and everyone who has it gets the new access.
  • A hidden area is hidden, not locked. When a role has no View in an area, that area leaves the person’s left rail. An area your plan doesn’t include shows as locked for everyone instead.
  • More: Roles & Permissions lists what each default role can do, and Manage Team Members & Roles covers removing people and transferring ownership.