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Understand roles and workspace access

5 min readAll workspaces

This article explains how workspace access works in Finanly, including who can view profile, workspace, billing, and ledger features. It also explains what to do when a role, membership, or feature check blocks you.

Before you start

  • You must be signed in to use the workspace features described here.
  • You must be a member of the workspace you want to open.
  • Some actions require owner or admin access in the current workspace.
  • Some pages and tools are available only when the workspace has the needed feature access.

How workspace access is decided

Finanly checks access using your signed-in account and the workspace you are currently using. Some screens are available to any workspace member, while others are limited to owners and admins or require a feature that is enabled for that workspace.

  • Your active workspace controls which records and settings you can see.
  • Membership is required before you can open workspace-specific pages and actions.
  • Owner and admin access is required for some workspace administration tasks.
  • A feature can still be unavailable even when you are signed in and have the right workspace.

What you can usually do as a member

A regular workspace member can open read-only and self-service areas that are available in the active workspace. That includes viewing profile information and using visible navigation items. Membership alone is not enough for every action, especially anything that changes workspace settings, billing, or ledger controls.

Common access levels and what they usually mean
Access levelTypical meaningExamples in the app
MemberSigned in and part of the active workspaceView profile, use visible navigation, open read-only workspace pages
Owner or adminHigher workspace administration accessEdit company profile, manage trading names, change some workspace settings
Feature-enabled memberThe workspace has the needed feature accessOpen billing, exports, or ledger tools when available
Not a memberThe workspace is not available to your accountAccess is blocked

Profile and password actions

Your own account profile is separate from workspace administration. You can update your name and avatar in Account Settings when the profile form is available. You can also change your password from the Password section if the form is shown.

  1. Open Account Settings from the header menu.Account Settings
  2. Go to the profile or password section.
  3. Choose Edit for profile changes, or Change Password for password updates.Change PasswordEditPassword
  4. Save the form after making your changes.

If you are changing your password, the current password is required. If you forget your password, use the password reset flow from the sign-in page instead of making repeated sign-in attempts.

Company and workspace administration

Workspace-level changes are more restricted than personal profile edits. In the workspace section, owner and admin users can edit the workspace name and logo. In the trading-name area, trading names are company settings for the same books; they do not create separate ledgers.

  • Edit company or workspace details only when you see the Edit control in that section.
  • Trading-name changes are administrative labels and settings for the shared books.
  • The Active flag and Default trading name flag are workspace settings, not separate accounts.
  • If a row is shown as inactive or not editable, it may need the right access or state before it can be changed.

Billing, exports, and ledger tools

Some billing and accounting pages are visible only when the workspace has the needed feature access. Billing actions such as opening the customer portal or starting checkout depend on the Billing section being available. Ledger views and export actions can also require business mode, a supported ledger integration, and the correct financial-read access.

Examples of role and feature checks
AreaTypical requirementWhat happens if it is missing
Billing sectionBilling access for the workspaceThe section is disabled or shows an unavailable message
Ledger workspace listBusiness workspace and financial-read accessThe list is blocked or empty
Ledger exportExport access plus the matching ledger contextThe export action is blocked
Correction approvalCurrent owner or admin access plus the correction featureApproval and queueing are blocked

What the active workspace means

Several pages use the active workspace from your session, not a workspace you type manually. That means the page can change when you switch companies or reopen the app in another workspace. If you switch workspaces, Finanly reloads the session context so the visible data matches the new workspace.

  • The active workspace controls which records you can see.
  • A successful workspace switch changes the data you work with across the app.
  • If a page says the workspace changed, reload before continuing.
  • Do not assume another workspace is available just because it appears in a menu; membership is still checked before access is granted.

Common access failures and what to do

What an access problem usually means
What you seeWhat it usually meansWhat to try next
Not a member of workspaceYour account is not linked to that workspaceSwitch to a workspace you belong to, or ask an owner or admin to review membership
Owner or admin requiredYou do not have the access needed for that actionUse the action only if your access supports it, or ask an owner or admin
Feature not available for current plan or workspaceThe workspace does not have the needed feature accessCheck the workspace's current plan or feature access
Session changed or retry sessionYour workspace context needs to be re-verifiedRetry the session check, then sign in again if needed

If a page or button is missing, that does not always mean it is broken. It may be hidden because the workspace lacks the feature, your access is not high enough, or the page only appears in a different workspace mode. If you receive a request reference on screen, keep it for support.

Safe recovery steps

  1. Confirm you are signed in to the correct account.
  2. Check whether you are in the correct workspace.
  3. Retry the session if the app says the workspace or session changed.
  4. Try the action again only after the page has refreshed to the active workspace.
  5. If the action is still blocked, contact your workspace owner or admin and include any on-screen request reference.

Updated

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Tell us which workspace and page you were using, what you expected, and what happened. Include the time and any request reference shown on screen.

Keep passwords, access tokens and private bank details out of your message. Review screenshots before sharing them.

Contact supportSend a request to our team.A simple form, with a reference for follow-up.Check system statusSee current service availability and monitoring history.Individual connection health is shown in your workspace.