Overview

There are a number of different user permissions that can be defined within the Qvinci Platform. Only one Administrator may exist, but multiple levels of managerial users and report viewing-only users may be configured. Users can have account-wide access, company-wide access, or be limited to a single entity.

Users can be better understood when broken down in the following way:

• Account-level versus non-Account-level users

• Management versus Non-Management users

A user might require managerial access rights or perhaps only need report viewing access. Some users need the ability to create and publish reports for clients while others should be able to help administrate the layout of the account itself. 

At the account level, there are Admin, Leaders, and Account-level Staff users. Account-level users are individuals who dynamically have access to view all Clients/Entities and Companies in a Qvinci account. Refer to the Client / Company Users Setup to create users at the Client or Company level.

Video Tutorial

User Roles & Permissions

Links

Create Account Leaders and Account Level Staff

Create Client / Company Level Users

Create Entity Level Users

Roles and Permissions Grid

Create Account Leaders and Account-Level Staff

Only the Admin may create Leaders. Both the Admin and Leaders may create Account Staff. These Account-Level users are set for global access viewing. This means that they can see and report upon all Client Companies and Entities that are created in the account. Leaders do have some administrative and managerial privileges as well. View the Roles and Permissions Grid for further details.

Step 1.  Visit Manage > Account Permissions tab.

Step 2. From the dropdown at the top of the screen, select the permission level on which to create the user [Leader] [Account-Level Staff].

Step 3. Click the "Add User" button on the right side of the screen.

Step 4. If the user already exists as a lower-level user, checkmark their name and "Select"; otherwise click the "Invite User" button to add a new user.

Step 5. Enter the first name, last name, and email of the new user and click "Invite."

Step 6. Click the "Select" button to save the user at the role level.

Step 7. When the user appears on the Account Permissions page, they have been set up with account-wide access.

Step 8. Qvinci automatically emails invitations to new users and prompts them to set a password. Otherwise, existing users receive a notification of the new user role they are assigned to.

Step 9. Repeat these steps to add another user to the Account.

Create Client- / Company-Level Users

These users are set up at the Company level. This means they can see and report upon all Entities that are created in the particular Company(-ies) they have access to. These users do not have a global view of all Client Companies that exist in the account. The Admin and Leaders may create all Client Company-level users. A Company-level Manager may create other Company-level users who are downstream in nature. View the Roles and Permissions Grid for further details.

Step 1. Navigate to the correct Client Company via the top left of the Qvinci window.

Step 2. Visit the Manage > Client Company Permissions tab.

Step 3. From the dropdown at the top of the screen, select the permission level on which to create the user. Refer to the Roles and Permissions Grid to learn more about permission types at the Client / Company level.

Step 4. Click the "Add User" button on the right side of the screen.

Step 5. If the user already exists as a lower-level user, checkmark their name and press "Select"; otherwise click the "Invite User" button to add a new user.

Step 6. Enter the first name, last name, and email of the new user and click "Invite."

Step 7. Click the "Select" button to save the user at the role level.

Step 8. When the user appears on the Client Company Permissions page (for the appropriate permission type) they have successfully been set up for this specific Client / Company.

Step 9. Qvinci automatically emails invitations to new users and prompts them to set a password, otherwise existing users receive a notification of the new user role they are assigned to.

Step 10. Repeat these steps to add a user to another Client / Company.

Create Entity-Level Users

Entity-level users are added to an individual Entity at a time. There are three types of Entity-level users: a Viewer, File GL Viewer (if GL is enabled for the Account), and Entity Syncer. An Entity Viewer only has report viewing access. A File GL Viewer has report viewing access along with GL access. An Entity Syncer is the user who performs the first link to the accounting file for an Entity. The Entity Syncer may also perform mapping to the SCoA (Standard Chart of Accounts). 

Step 1. The Admin, Leader, or Manager should navigate to the correct Client / Company via the top left tab in the account.

Step 2. From the correct Client / Company visit the Manage > Entity tab.

Step 3. Click on the desired Entity name and then select the Permissions tab in the top-center of the screen.

Step 4. Click the "Add User" button on the right side of the screen.

Step 5. If the user already exists/appears, check the dial next to their name and "Select."

Step 6. Otherwise, if a new user needs to be set up, click the "Invite User" button.

Step 7. Enter the first name, last name, and email of the new user and click "Invite." Then save the user.

Step 8. When the user appears on the Permissions page for the Entity, they have been set up.

Step 9. Qvinci automatically emails invites to new users and prompts them to set a password.

Step 10. Repeat these steps to add a user to another Entity.

Roles and Permissions Grid

Reports & General Ledger Access

NOTE: General Ledger and Journal Entry Viewer can access those functions only if GL and JE are enabled in the account.

Account Administration

❗ NOTE: By default, Leaders do not have billing access in Qvinci. If desired, the admin may contact Qvinci Support to enable billing-level tasks for Leaders in the account. Billing access is necessary in order to add additional licenses to your account.

Other Users

The Account Staff, Client Staff, Company Viewer, Entity Viewer, and Entity Syncer have no management access in Qvinci. However, some of these users have higher levels of visibility than others.

• Account Staff is a user set at the Account level. If multiple Clients/Companies exist inside the Qvinci account, this type of user has dynamic access to view all Clients/Companies. This user has report viewing access and Portal access but cannot create templates to be shared. This user dynamically sees all Locations that are added inside every Client/Company. 
• Client Staff is a user set at the Client/Company level. If multiple Clients/Companies exist inside the Qvinci account, this user must be specifically added to each Client/Company in order for visibility as they do not have dynamic visibility to the entire account. This user has report viewing access and Portal access but cannot create templates to be shared. This user dynamically sees all Entities that are added inside the Client/Company.
• Company Viewer is a user set at the Client/Company level. This user is similar to the Client Staff with the exception of General Ledger and Journal Entry access. 
• Entity Viewer is a user who is added to an individual reporting Entity. This user may see and report upon a specific Entity(ies) of a single Client/Company or may be added to multiple Entities. However, this user does not dynamically see all Entities in a Client/Company. This permission does not have access to General Ledger or Journal Entries unless given by the Admin. 
• Entity Syncer is the user who is assigned to create and maintain the link between the accounting file and the Qvinci Entity for reporting purposes. There may only be one Entity Syncer assigned per Entity. The Entity Syncer user may also be assigned a higher permission level for reporting or management purposes as well. However, if this user is only assigned as an Entity Syncer then they do have report viewing access on the individual Entities they have been assigned to. This permission does not have access to General Ledger or Journal Entries. 
• File GL Viewer: If the GL is enabled for the Account, an Admin, Leader, or Manager may invite a File GL Viewer to an Entity via the Permissions tab on Manage > Entities. File GL Viewers have all the same abilities as Entity Viewers along with GL access via the Advisory and Financial Portals and report click-through. File GL Viewers can see the entire GL for the FILE. This permission does NOT have access to JE entry or management pages.

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