Introduction to access levels
Access levels are divided into two categories:
Stakeholders are users with portfolio access (typically, your investors and employees).
Collaborators administer your Ledgy account through default (Owner, Admin, Viewer) or custom roles.
The number of collaborators and stakeholders with portfolio access varies depending on your subscription plan. You can find more details in Company Settings > General.
What are the Owner, Admin, and Viewer collaborator roles?
On Ledgy, you can add and manage your collaborators in Company Settings > Collaborators.
For the default collaborator roles, only users with the Owner role can add, change, or revoke collaborator access. If you are on the Enterprise plan and use custom roles, you can also grant this ability by enabling the Manage collaborators permission for that custom role.
When you invite new collaborators, we have designed three default roles to help your team manage their access easily.
Owners: Read and Write access to all stakeholder information and transactions, can Publish transactions (making them visible to invited stakeholders), and administer Company Settings. Typically, this is assigned to Founders and Heads of Departments. Additionally, Owners have the exclusive ability among the default roles to manage collaborators.
Admins: Read and Write access to all stakeholder information and transactions, but cannot Publish transactions. This allows for a four-eye data check before an Owner publishes any transaction updates.
Viewers: Read-only access to all information yet to be published. This allows for an external auditor or lawyer to review draft transactions before they are final and published.
Viewers can also open, export, and download existing Financial, Compliance and Operational Reports when they have view access, but they cannot edit report settings.
Note: To get full visibility of the different access control settings for default role types you can view these in manage roles and by clicking onto Owner, Admin and Viewer role types. These settings can be viewed but not edited.
How do I manage collaborator access across multiple companies?
If you can manage collaborator access in more than one company, Ledgy shows a Cross-company section in Account Settings.
From there, click Manage access to add or remove one user across multiple companies from one place.
Open Account Settings.
In the Cross-company section, click Manage access.
Choose whether you want to Add user or Remove user.
Enter the user's email address. When adding a user, also enter their name.
Select one or more companies.
When adding a user, choose the default collaborator role for each selected company: Viewer, Admin, or Owner.
Good to know:
This section only appears when you have permission to manage collaborator access in more than one company.
The cross-company flow currently supports the three default collaborator roles only. Custom roles are not available in this modal.
If the selected email already has access to one of the chosen companies, Ledgy skips that company and shows Already has access.
If you remove access for a company where that email does not currently have collaborator access or a pending invitation, Ledgy shows No matching access found.
Ledgy creates invitations per company, so adding a user to multiple companies can send multiple invitation emails and each company invitation is accepted separately.
What are custom role types and how can I manage them?
Note: The granular access control feature is only available on our Enterprise plan.
Custom role types let you create more specific collaborator access than the default Owner, Admin, and Viewer roles. They are useful when someone needs access to certain areas of Ledgy, but should not have full admin permissions or full stakeholder visibility.
These can be managed in Company Settings > Collaborators, you can use Manage roles to create and edit custom roles with granular access levels:
Custom roles can be created and managed from the company collaborator page. The cross-company flow in Account Settings currently assigns default roles only.
Custom role types can include permissions across different areas of Ledgy, such as: anonymisation stakeholders, ownership, equity, documents, reporting, communication, and company settings. Below we've explained what can be configured for custom roles per setting.
What access can I configure for custom roles?
When you create or edit a custom role type, Ledgy groups access settings by product area. This helps you decide what collaborators can see, edit, manage, or anonymise. For each of the areas you can provide flexible access to different sections (depending on your need).
Anonymisation
Anonymisation controls what stakeholder information is hidden from collaborators with restricted access.
You can configure anonymisation settings, including:
Anonymised stakeholders: choose which stakeholder records should be anonymised for the role.
Anonymised fields: See default PII anonymisation and choose optional, stakeholder custom and transactional custom fields that should also be hidden, when the stakeholder data is anonymised.
Stakeholders
Use the Stakeholders section to control whether the role can manage stakeholder records and related stakeholder requirements.
This includes:
Manage stakeholders: add and edit stakeholders, manage their portfolio access, and create holding confirmations where document permissions allow it.
Tax detail requirement: manage tax detail self-declaration requirements for stakeholders.
Ownership
Use the Ownership section to control access to ownership and cap table information.
This includes:
Transactions: transactions and equity events.
Cap table: the company’s cap table and ownership structure.
Share classes: share class information.
Publish transactions: publishing drafted transactions.
Equity
Use the Equity section to control access to employee equity administration.
This includes:
Employee equity distribution: pools, plans, grants, and related transactions.
Allow exercising: exercise windows and exercise requests.
This is useful for collaborators who help manage employee equity or exercise workflows without needing full company admin access.
Document
Use the Documents section to control access to documents and signature workflows.
This includes:
Documents and signatures: documents, signatures, templates, and share certificates.
Reporting
Use the Reporting section to control access to reporting areas separately.
This includes:
Financial reporting: IFRS expensing, locked reports, and financial report exports.
Operational reporting: cap table, vesting, dividends, and other day-to-day operational reports.
Stakeholder bank details: bank account numbers in the stakeholder bank details operational report.
Compliance reporting: EMI, CSOP, and other compliance reports.
Communication
Use the Communication section to control access to company communication features.
This includes:
KPIs and updates: KPIs and investor updates.
Company settings
Use the Company settings section carefully, as these permissions affect administrative areas of the account.
This includes:
General settings: equity management settings, email templates, security, and HR integrations.
Danger zone settings: account deletion settings and company API key.
Billing settings: subscription and billing information.
Collaborators: roles, access levels, and collaborator invitations.
HRIS, custom fields, and leaver reasons: HRIS connections, custom fields, and leaver reasons.
Grant support access: Ledgy Customer Experience Manager access to your company.
Use case 1: CFO
Would like to have full Read and Write access to all cap table data and the right to manage all Company Settings
🌟 Pro-tip: In Stakeholders (left panel), the stakeholder property "Group" (e.g. Angel, VC, Investor, Employee) can be updated using the Excel bulk edit tool or individually.
This will require the collaborator to have Owner or a custom role with Manage collaborators enabled.
Use case 2: Equity Plan Manager
Would like to have Read and Write access to all stakeholder data, but restricted access to investor transactions and the cap table.
To enable "Manage stakeholders", which gives access rights to add or edit stakeholders, access to "All" stakeholder data is required.
You can also limit access to a sub-group of stakeholders by selecting the property Group: Employees. For this option, the role can View but not Manage stakeholder information.
Furthermore, granular controls can be added by expanding each section via the drop-down panel:
Use case 3: Finance Manager
Would like to have Read and Write access to investor data only.
Has access to investors and their ownership, shared documents, KPIs, and updates. They can allow exercising.
What happens when the collaborator only has access to selected stakeholders?
If the collaborator has the rights to View or Manage ownership, the section will be presented with anonymised data, which means the distribution remains visible with only the relevant stakeholder information:
Can I add or change custom roles after assigning them to collaborators?
Yes, you can! We know that roles have to be flexible to some extent; you can easily change the assigned roles of collaborators in Company Settings > Collaborators > Three-dot button beside each collaborator name.
How to revoke collaborator access?
Simply go to Company Settings > Collaborators then click the three-dot icon next to the collaborator profile and then select Revoke access from the menu.
For the default collaborator roles, only users with the Owner role can revoke collaborator access. On Enterprise plans, a custom role can also revoke collaborator access if it includes the Manage collaborators permission.
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