Add and manage users

Everyone who works in Kontala gets their own sign-in. Managing users needs permission level Tax, Accounting & Users or higher - see User permission levels.

Add a user

1. Open the account menu - the button showing your company name, top right - and choose Users, then New user.
2. Enter their First Name, Last Name, and Email. They will log in with this email address.
3. Set an initial Password of at least 8 characters. There is no email invitation, so share the password with them directly and suggest they change it once they are in - see My details and your password.
4. Pick a Role: Employee, Admin, Accountant, or Read only.
5. Choose Add user.

The new user can sign in straight away.

Set what they can access

How much someone can see is controlled by their permission level, and the role they are created with sets the starting point:

• Admin starts at Full Access.
• Accountant and Read only start at Tax, Accounting & Users, so they can see the whole organisation's financial data straight away.
• Employee starts at Expenses & Payslips - their own expenses, mileage, salary and payslips.

To adjust it, open Users, click the person, and set the level under Access & permissions, then choose Save changes. You can grant up to your own level, you cannot change your own level, and only the owner can change the owner's.

Roles that cannot change anything

Accountant and Read only are observer roles: they can view everything their level reaches but cannot create, edit, or delete anything - and that holds at every permission level, including Full Access. Raising the level widens what they see; it never gives them the ability to write.

That suits an auditor, investor, or board observer. It also means these roles cannot file a VAT return, submit RTI, or approve year end accounts.

Adding your accountant

Add them with the Accountant role. They start at Tax, Accounting & Users, which is enough to review your reports, payroll, and VAT returns.

If you want them to file on your behalf rather than just review, they need a role that can write - give them the Admin role instead, or an Employee role raised to Full Access.

Edit, deactivate, or reactivate a user

The Users list shows each person's name, role, email, and last login. Click a user to edit their details.

To remove someone's access, change their Status to Suspended or Deactivated and choose Save changes - they lose access to your organisation immediately. Set the status back to Active to restore access.