Everyone who works on your clients signs in as themselves. You add a colleague by sending them an offer. They join when they accept it.
This guide is for a DPCO firm. A DPO practice has no team screen.
Who can do this
Only the owner can add someone, record somebody's job or end somebody's employment. An owner or editor can name who may sign. Everyone at the practice can read the team.
Open the team
Choose Team on the rail. The page is headed Team, with the tabs People, Signing and Unassigned.
Add someone
- On People, press Add someone.
- Read Before you add somebody. Each person needs their own email address. Shared logins are never allowed.
- Enter Their work email.
- Choose What they can do here:
- Viewer — reads the practice and its work
- Contributor — does the work on a client
- Editor — manage operations, except team access
- Write What to tell them, if you want to. It is quoted in the message and attributed to you.
- Press Send the offer, or Not now to leave it.
The offer grants nothing until they accept it, and it has an expiry date, which the page shows. Until they answer, they show on the team as Invited. If you send a new offer to the same address, it replaces the open one.
Nobody can be added as an owner. Ownership is transferred, never granted.
What each role can do
- A viewer reads the practice, its book of clients and its work, and can export a record.
- A contributor also does the work: editing, answering evidence and working on audits. A contributor cannot change what the practice charges or offers.
- An editor runs the practice: prices, the listing, quotations, agreements, invoices and settings. An editor cannot add people or end their access.
- The owner can do everything, including adding people and ending their access.
A role here is not a seat on a client. Each engagement has its own team.
Record that somebody works here
If somebody already has a seat at the practice but no job on record, press Record that they work here on their row. Every client they reach through the practice is reached through that job.
Who may sign
On Signing, Who may sign lists the people named to sign returns for the practice.
- Under Name somebody, choose Who and write Why.
- Press Name them.
To take someone off the list, press End their authority and write Why.
Signing is decided per audit explains the rest: nobody may sign off their own testing, and the audit decides that from who performed the tests.
Clients with no lead
Unassigned lists clients with no named lead.
End somebody's employment
- Press End employment on their row.
- Write Why.
- Press End the employment, or Keep it.
Ending the job ends their access to every client they reached through the practice, the same day. Their seat at the practice ends with it. The record stays and says who ended it. You cannot end the owner's employment or your own.
Common questions
"Can two people share a login?" No. Every person on an audit team signs in as themselves.
"Can I make somebody an owner?" Not by adding them. Ownership is transferred from the current owner.