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 Reporting reports when they have report view access, but they cannot create new report periods or change report settings.
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.
Can I add custom collaborator levels to limit the access for certain roles?
Note: The granular access control feature is only available on our Enterprise plan.
Absolutely! In Company Settings > Collaborators, you can use Manage roles to create and edit custom roles with granular access levels:
Custom roles can be used on the company collaborator page. The cross-company flow in Account Settings currently assigns default roles only.
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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