User Management

Gäld uses role-based access control (RBAC) within each organisation. You can invite colleagues, accountants, and read-only stakeholders — each with the exact level of access they need.

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Roles

Role	Who it's for	Key permissions
Owner	The person who created the organisation	All permissions, including deleting the organisation
Admin	Finance manager, accountant, trusted deputy	All permissions except deleting the organisation
Member	Bookkeeper, staff who create expenses or invoices	Create, edit, approve, finalize, import, reconcile — no delete, no user management
Viewer	Board member, investor, read-only accountant	View all data, download PDFs and exports — cannot create or modify anything

One owner per organisation

Ownership can be transferred but there is always exactly one Owner. The Owner role cannot be removed or downgraded by other Admins.

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Detailed permission matrix

Action	Owner	Admin	Member	Viewer
View all data	✅	✅	✅	✅
Create / edit invoices, expenses	✅	✅	✅	❌
Finalize invoices	✅	✅	✅	❌
Delete invoices / expenses	✅	✅	❌	❌
Post journal entries	✅	✅	✅	❌
Import bank statements	✅	✅	✅	❌
Reconcile bank transactions	✅	✅	✅	❌
Run payroll	✅	✅	✅	❌
Manage users (invite / revoke)	✅	✅	❌	❌
Change organisation settings	✅	✅	❌	❌
Year-end closing	✅	✅	❌	❌
Delete organisation	✅	❌	❌	❌

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Inviting a new user

1. Go to Settings → Users
2. Click Invite User
3. Enter the person's email address
4. Select their role (Admin / Member / Viewer)
5. Click Send Invitation

The person receives an invitation email with a link valid for 48 hours. If they already have a Gäld account, the organisation is added to their account automatically. If not, they are prompted to create one.

Inviting your accountant

Invite your accountant with the Admin role so they can run reports, post year-end adjustments, and generate the fiduciary export — without being able to delete your organisation.

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Resending or cancelling an invitation

If the invitation expires or the person did not receive it:

1. Go to Settings → Users → Pending Invitations
2. Find the pending invitation
3. Click Resend to generate a new link, or Cancel to remove it

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Changing a user's role

1. Go to Settings → Users
2. Find the user in the Active Members list
3. Click Edit next to their name
4. Select the new role
5. Click Save

Downgrading roles

Downgrading a user from Admin to Member removes their ability to manage users and change settings, effective immediately.

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Removing a user

1. Go to Settings → Users
2. Find the user
3. Click Remove
4. Confirm

The user loses access immediately. Their actions (journal entries, invoices they created) remain in the system — they are not deleted.

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Two-factor authentication (2FA)

Gäld supports two 2FA methods:

TOTP (Google Authenticator / Authy)

1. Go to Settings → Security → Two-Factor Authentication
2. Click Enable
3. Scan the QR code with your authenticator app
4. Enter the 6-digit code to confirm
5. Save your recovery codes in a secure location

Passkeys (WebAuthn)

1. Go to Settings → Security → Passkeys
2. Click Add Passkey
3. Follow your browser or device prompt (Touch ID, Face ID, Windows Hello, or a hardware key)
4. Name the passkey and save

Passkeys are phishing-resistant and require no app or code — they are the recommended method.

Recovery codes

If you lose your 2FA device and have no recovery codes, you must contact your organisation Owner or the Gäld administrator to regain access. Store recovery codes offline in a safe place.

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Organisation settings

Beyond user management, Settings → Organisation lets you configure:

Setting	Description
Organisation name	Appears on invoices and reports
Logo	Uploaded logo shown on PDF invoices
Fiscal year start	Month when your fiscal year begins (default January)
Default language	Used for new invoices and email templates
Default VAT rate	Pre-filled on new invoice lines
IBAN	Used for QR-Bill generation
Address	Appears on invoices

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Frequently asked questions

Can a Member invite other users? No. Only Owner and Admin roles can manage users.

Can I have the same email address in multiple organisations? Yes. One Gäld account can be a member of multiple organisations with different roles in each.

What happens to the organisation if the Owner leaves? Transfer ownership first: Settings → Users → [owner name] → Transfer Ownership. If the Owner account is inaccessible, contact Gäld support.