How to add a user in Hubdoc

Check you can manage users. Hubdoc's role descriptions give that ability to the full-access role for your accountant or bookkeeper, and list it as a permission a Standard user can be given.

Pick the role that fits what the person will do. Upload only suits someone who just sends in source documents: they can't delete documents, their All documents folder holds just what they've uploaded themselves, and while they can add tags, they can't remove tags or see the ones other users made. You can also give them permission to publish their own uploads to your accounting software.

Standard lets a user upload, view and download every document in the organisation and manage its settings. You can add permissions to publish documents, manage automated connections or manage other users. There's also Read only access, which leaves a user able to view every document in the organisation and takes away all their other permissions, so it suits someone such as an auditor.

The third role is for your accountant or bookkeeper, or an administrator who needs full access, and it can't be customised. It covers uploading and viewing all documents, publishing to the business's general ledger, managing users and managing settings. When you run a small business and are inviting your accountant or bookkeeper, Hubdoc's tip is to give them this role, so they can connect your organisation with their practice in Hubdoc.

Choose carefully, because the third role is fixed. It can't be switched to another role later, and someone who holds it in one organisation can only be invited into other organisations with it.

1. On your Hubdoc organisation's dashboard, click the settings icon in the top right-hand corner.
2. Open the Users tab.
3. Click Invite a User.
4. Type the person's email address, then click the user role they need.
5. Adjust their permissions if you need to, then click Send Invite.

Someone without a Hubdoc login receives an email asking them to set one up. Once their account exists, they can open your organisation with the role and permissions you gave them. Someone who already has a login gets no invitation email; your organisation is there for them the next time they log in.

Access can be changed later. For an Upload only or Standard user, click the menu icon next to them on the Users tab, choose Manage Permissions, pick the new role or adjust the permissions, and click Save Changes. The third role stays as it is until the user's access is revoked.

To take someone out of the organisation, choose Revoke Access from that same menu and click Revoke Access again to confirm. Revoking access is separate from deleting a Hubdoc account, which only the person who owns that account can do.

If a user deletes their own account, documents they uploaded show [Deleted User] as the uploader instead of their email address, and Hubdoc keeps no audit history of deleted users.