How to Invite and Manage Users

This guide explains how to invite people to access your main Gimbla accounting software. By assigning specific roles, you can collaborate securely with your team, accountant, or bookkeeper.

⚠️ Important: It is essential to understand the difference between a User and an Employee in Gimbla:

  • An Employee is set up in the payroll section and only gets access to the staff portal. Their access is limited to submitting timesheets, leaves and expense claims.
  • A User, as described in this guide, is given access to your core accounting software to help manage your business finances.

🧭 Navigation Menu

Settings ➡️ Users ➡️ Invite A User

📝 Complete the Invitation Form

On the "Invite A User" page, you will need to enter the following details for the person you are inviting:

invite a form
  • First Name
  • Last Name
  • Email Address

🔐 Choose the Right User Role

This is the most important step. Assigning the correct role ensures your business data stays secure.

Super Administrator (The Account Owner)

The Super Administrator is the account owner. This role has ultimate control and cannot be assigned to another user through this form.

  • There can only be one Super Administrator per account.
  • To change the Super Administrator, you must formally transfer ownership of the entire account.
  • Has full "add, edit, and delete" permissions across the system.
  • Is the only role that can manage billing, change subscriptions, and transfer ownership.

Administrator

This is the highest level of access you can grant to another user. It's recommended for trusted advisors like accountants or bookkeepers.

  • Can add, edit, and delete most data (invoices, bills, transactions, etc.).
  • Note: Administrators cannot change subscription details or invite other users. Only the Super Administrator can do that.

Standard

Ideal for most team members who need to perform daily tasks.

  • Can add and edit data.
  • Cannot delete records.

View Only

For users who need to see information but not change anything.

  • Has read-only permission across the system.

📨 Send the Invitation

Once you have filled in the details and selected a role, click Send.

  • An email invitation with a setup link will be sent to the user.
  • For security, this link expires after 24 hours.

The invite link last for 24 hours. After this, you will need to resend this invite link to them again if they have not open the invitation

🏁 Managing Pending and Active Users

invite a table

After you send an invitation, the user will appear in the "Invited" list on the Users screen.

  • Once they accept the invitation and set up their account, they will move to the "Active" list.
  • If the user doesn't accept within 24 hours, or if their link expires, you can resend the invitation by clicking the edit icon (✎) next to their name in the "Invited" list.