Admins can invite as many team members as needed. When you send an invitation, you choose the person's role and, if you need to, the customer portfolios and user group they belong to, so they have the right access from their first login.
Invite a new user
Go to Settings → Users & Permissions.
Open the Invitations tab and click Add New User.
Choose their role: Admin, Member or Viewer (see below).
Optionally, assign them to one or more portfolios and a user group.
Enter their email address.
Click Send Invitation.
The invitation appears on the Invitations tab. The person receives an email, and once they accept it they have access to your Kolleno account.
Choosing a role
Admin: access to the whole platform, including Settings and Users & Permissions. You are an Admin by default when you set up your account.
Member: for team members who work in Kolleno day to day. They can work on customers and invoices, but features such as Reports, Workflows and Templates are only available if an Admin switches them on.
Viewer: can see information but can't make changes or send communications.
For more detail, see Levels of User Permissions.
Assigning portfolios
Portfolios group your customers, for example by region or by credit controller. If a team member should only work on part of your customer base, assign them to the matching portfolio when you invite them.
If your account restricts users to their portfolios, Members and Viewers only see the customers in their assigned portfolios. Admins always see all customers.
An Admin can change portfolio assignments later.
Assigning a user group
User groups let you manage permissions for several users at once. If you select a user group on the invitation, the person joins that group when they accept.
When the group is active, its permissions override the user's individual permission toggles. Their role stays the same.
If the group has portfolios assigned, the user only sees the customers in those portfolios.
Invitation expiry
Invitations expire after 7 days. If the person hasn't accepted in time, send them a new invitation.
Changing a user's access later
Go to Settings → Users & Permissions → Users.
Click on the user you want to edit.
Change their role, or switch individual permissions on or off. For example, switch off Reporting access if a Member shouldn't see reports.
Save your changes.
Things to note
Only Admins can invite users and change their access.
If your company enforces Microsoft single sign-on, invited users sign in with Microsoft. See Enforcing Microsoft SSO for Your Company.
Users can't be deleted, only deactivated. See Why is it not possible to delete a user?
For more on editing and deactivating users, see Managing Users in Kolleno.