Invite Team Members and Assign Roles

IntBooks uses role-based access control (RBAC) so each teammate sees only the parts of the system they need. This article walks through inviting a teammate, picking the right role, and verifying the role is working as expected.

Available roles

IntBooks ships with 6 built-in roles. You can create custom roles on the Enterprise plan, but the built-in roles cover the vast majority of Malaysian SME structures.

Role	Use case	Can do
Owner	Company directors, founders	Everything, including team management and billing
Finance Manager	Senior accountant, finance lead	Full accounting, payroll, reporting; cannot manage team or billing
Accountant	Day-to-day bookkeeper	Create/edit invoices, bills, journal entries, reconciliations
Sales	Sales reps, account managers	Create invoices, quotations, customer records; no GL access
Operator	Cashier, front-office staff	View assigned modules; cannot edit financial records
View Only	Auditors, external advisors	Read-only access to everything except settings

The exact permission matrix is at Settings → Roles → [role name].

Step 1: Open the team screen

Go to Settings → Team. You’ll see a list of every current member with their role, status, and last active timestamp.

If you don’t see this screen, you don’t have the Team Management permission — only the Owner role has it by default.

Step 2: Click Invite Member

Click the Invite Member button at the top right. The invite dialog asks for:

• Email address — must be a real, working email; the invitee uses it to confirm the invitation
• Role — pick from the dropdown
• Modules (optional) — restrict the role to specific modules. For example, an Operator role can be restricted to only the POS module.
• Invitation message (optional) — a personal note that’s included in the email

Click Send Invitation. The invitee receives an email within 30 seconds.

Step 3: The invitee accepts

The invitation email contains a link to /invite/accept?token=.... The invitee clicks the link, which:

1. Verifies the invitation token (must not be expired or already used)
2. Pre-fills the sign-up form with the invited email address and the role
3. Asks the invitee to set a password (or sign in with Google / Microsoft)
4. Asks the invitee to verify their email address
5. Redirects them into the IntBooks dashboard with the assigned role active

Invitations expire after 7 days. If the invitee doesn’t accept in time, you’ll need to resend it from the team screen.

Step 4: Verify the role is working

After the invitee accepts, ask them to:

1. Check that the sidebar only shows the modules their role grants access to
2. Try opening a screen the role should NOT have access to — they should see a 403 page or be redirected
3. Try creating a record in a screen the role should have access to — it should work

If anything looks wrong, edit the role from Settings → Team → [member name] → Edit Role and pick a different role or adjust the module restrictions.

Step 5: Audit the team periodically

Every quarter, review the team list and remove anyone who has left the company. The audit trail under Settings → Audit Log shows every action taken by every team member, so you can also identify dormant accounts that haven’t been used in a long time.

Custom roles (Enterprise plan)

If the built-in roles don’t fit your structure, create a custom role under Settings → Roles → Create Role. The role builder lets you pick:

• A base role to copy permissions from
• Specific modules to grant or revoke access to
• Specific actions within each module (e.g., “create invoices but cannot delete them”)
• Approval requirements (e.g., “any payment over RM 10,000 requires Owner approval”)
• Time restrictions (e.g., “this role can only sign in during Malaysian business hours”)

Custom roles inherit the same audit-trail logging as built-in roles.

Common issues

The invitee says they didn’t get the email

1. Check their spam folder
2. Verify the email address has no typos in Settings → Team → Pending Invitations
3. Click Resend Invitation — this generates a fresh token and sends a new email
4. If still not arriving, your organization’s email domain may have an SPF/DMARC issue — contact us at hello@intbooks.my

The invitation link says “expired”

Invitations expire after 7 days. Cancel the old invitation and send a new one.

The invitee can sign in but sees no modules

The role probably has all module restrictions enabled with none of them granted. Edit the role and grant at least one module.

I want to revoke a teammate’s access

Go to Settings → Team → [member name] → Remove from Organization. Removal is immediate — the teammate is signed out within 30 seconds and can no longer access your organization. Their historical actions remain in the audit trail.

I want to transfer Owner access to someone else

Two people can be Owner at the same time. To transfer Owner permanently:

1. Promote the target user to Owner via Settings → Team → [target] → Edit Role → Owner
2. Have the target user sign in and confirm they have full Owner access
3. Demote yourself by editing your own role to Finance Manager (or whichever role you want going forward)

There must always be at least one Owner in the organization — IntBooks prevents you from removing the last Owner.

What’s next?

• Getting started with IntBooks — complete onboarding walkthrough
• Run monthly payroll — invite your HR officer with the Finance Manager role
• FAQ — answers to the most common team-management questions