team management
Invite Team Members and Assign Roles
How to invite teammates to your IntBooks organisation, choose the right built-in role, create custom roles, and remove access when someone leaves.
By IntBooks Editorial Team · Last updated:
IntBooks uses role-based access control (RBAC), so each teammate sees only the parts of the system they need. This article covers inviting a teammate, picking the right role, and removing access.
Available roles
IntBooks ships with built-in roles for the most common jobs in a Malaysian SME:
| Role | Typical user | Access |
|---|---|---|
| Owner | Directors, founders | Full access, including roles, approval thresholds and organisation settings |
| Finance Manager | Finance lead | General ledger, journal entries, financial reports and period closing |
| Accountant | Bookkeeper | Journal entries, chart of accounts and reports |
| AP Clerk | Accounts payable staff | Bills, purchase orders and supplier payments |
| HR Manager | HR officer | Employees, payroll, leave and HR compliance |
| Sales Manager | Sales lead | CRM pipeline, quotations, sales orders and invoicing |
| Purchasing Officer | Buyer | Purchase orders, suppliers and goods received |
| Warehouse Manager | Stock controller | Stock, locations, transfers, cycle counts and manufacturing |
| Project Manager | Project lead | Projects, tasks, time entries and project budgets |
| Staff Operator | Front-office and operations staff | Day-to-day transactions and assigned tasks |
| Viewer / Auditor | Auditors, external advisers | Read-only access across modules |
Organisations using the education features also see Edu-Admin and Edu-Tutor. The exact permissions for every role are listed under Settings → Roles.
Step 1: Open the team screen
Go to Settings → Team. You’ll see every current member with their role and status, your seat usage, and any pending invitations.
If you can’t change anything on this screen, your role doesn’t include team management. The Owner role does.
Step 2: Invite a member
Click Invite Team Member, enter the person’s email address, tick one or more roles, and click Send Invite.
Each invited member uses a seat, and the number of seats depends on your plan. The seat count is shown at the top of the team screen.
Step 3: The invitee accepts
The invitation email contains a link to /invite/accept?token=.... The invitee clicks it, signs up or signs in with the invited email address, and lands in your organisation with the roles you assigned.
Invitations expire after 7 days. The team screen shows when each pending invitation expires.
Step 4: Check the role works
After the invitee accepts, ask them to:
- Check that the sidebar shows only the modules their role covers
- Open a screen the role should NOT reach — they should be refused
- Create a record on a screen the role should reach — it should work
If anything is wrong, change the member’s roles on Settings → Team.
Step 5: Review the team regularly
Every quarter, review the team list and deactivate anyone who has left. Settings → Audit shows the actions taken by each member, which also helps you spot accounts nobody uses.
Custom roles
If the built-in roles don’t fit, an Owner can create a custom role under Settings → Roles, starting from the permissions you choose. You can also set approval thresholds (for example, payments above a set amount need a more senior approver).
Custom roles are recorded in the audit log in the same way as built-in roles.
Common issues
The invitee says they didn’t get the email
- Ask them to check their spam folder
- Check the address for typos under Pending invitations on Settings → Team
- Revoke the invitation and send a new one
- If it still doesn’t arrive, contact us at hello@intbooks.my
The invitation link says “expired”
Invitations expire after 7 days. Revoke the old invitation and send a new one.
I want to remove a teammate’s access
Go to Settings → Team and deactivate the member. Their past actions stay in the audit log. Check the team screen afterwards to confirm the member shows as Deactivated.
I want to transfer Owner access to someone else
Two people can be Owner at the same time. To hand over:
- Give the target user the Owner role on Settings → Team
- Have them sign in and confirm they have full Owner access
- Change your own role to the one you want going forward
There must always be at least one Owner. IntBooks won’t let you remove the last one.
What’s next?
- Getting started with IntBooks — complete onboarding walkthrough
- Run monthly payroll — invite your HR officer with the HR Manager role
- FAQ — answers to common questions