Team & Permissions

Invite staff, assign roles, and control what each team member can access.

Team and Permissions is where you decide who can do what inside your firm’s workspace. Accupe uses three internal tiers, Staff, Manager and Admin, with the Super Admin above them: the person who originally signed up and owns the firm’s account. Clients are a separate category entirely, and they never see your internal navigation.

Invites can be sent by admins, managers and the firm owner from two different places in the product, and staff do not see the option at all. Changing an active member’s role, or removing them, is restricted to admins and the firm owner, and the server rejects the action for anyone else even if the request is made directly. The Team Heatmap then shows managers and admins where capacity actually sits, measured on logged hours rather than on raw task counts.

How the four tiers differ in practice

Staff, Managers, Admins and the owner all share the same core navigation: Dashboard, Triage, Messages, Clients, Company Docs, Pipeline, Calendar, Smart Board, All Jobs, All Tasks, Timesheets, Documents, AI Chat, eSignatures, Team Directory and KYC Verification. What separates the tiers is a short list of firm-wide screens: Team Heatmap, Templates, Compliance Radar, Profitability, Invoices, Reports and Settings.

Underneath, Accupe tracks two values for every internal person, a role and a separate access level. Somebody invited as a Manager or an Admin from Settings, Team & Roles keeps the underlying role of staff, with their real tier held in the access level instead. That is invisible day to day, but it explains the one symptom worth knowing about: if a member’s tier looks out of step with what they can actually reach, opening Manage Staff and re-saving their role brings the two values back into line.

Where the permission gates are actually enforced

Hiding a link in the sidebar and blocking a page are not the same thing, and Accupe does not currently do both everywhere. Team Heatmap and Reports re-check your role when the page loads and show a plain Access Restricted message to anyone below Manager, so typing the address directly does not get around them. Templates, Compliance Radar, Profitability and Invoices rely on the sidebar hide alone, so a staff member holding a direct link can still open them today. Treat that as a fact to know when you paste links into a team chat, not as a substitute for your own internal policy.

Settings behaves differently again. The hub page opens for anyone, but the five sensitive tiles inside it, Firm Details, Team & Roles, Billing & Subscription, Integrations and Security, each re-check your role and show an Access Restricted card to anyone who is not an Admin or the owner. Beyond the tier defaults, admins and the owner can adjust individual permissions per person from the granular permissions window behind the gear icon in Settings, Team & Roles. Any toggle moved away from its role default is marked Overridden, so exceptions stay visible.

Managers default to a useful but deliberately bounded set: view financials, manage invoices, approve KYC, view client compliance records and verification evidence, manage clients, manage signatures and view the audit log. They cannot manage the team, manage billing, edit automation rules, manage compliance requirements, delete clients, export data or manage API keys unless an admin switches those on individually. Admins default to full access everywhere except one permission: Manage billing & subscription plans, which also covers closing the Accupe account entirely, is on by default only for the firm owner.

Reading the Team Heatmap honestly

The Heatmap totals each person’s logged hours in Timesheets from Monday morning through to now and compares that against a 35 hour weekly target, capping the result at 140 per cent. Under 50 per cent reads Available, 50 to 80 Optimal, 80 to 100 High Load, 100 to 120 Overloaded, and anything above 120 Burnout Risk. Each card also shows an active task count, but that is context only and does not affect the colour.

Which makes the Heatmap exactly as accurate as your team’s timesheet habits, and no more. Somebody genuinely flat out who has not logged their week shows as Available, and the Smart Task Routing panel at the bottom of the page will happily point new work at them. Read it alongside Timesheets rather than as an independent measure of load. Clients never appear on it; everyone with an internal role does.

What people come here to do

Work out which tier somebody needs. What Staff, Manager, Admin and the Super Admin each reach, and what the granular overrides can change.
Invite a colleague. Two invite flows with different rules: one requires an email address, the other can generate a shareable link.
Promote, demote or remove somebody. Admin and owner only, with a delegations check to run before you save the change.
Check who has capacity this week. Logged hours against a 35 hour target, banded into five load levels from Available to Burnout Risk.

4 articles in this category

Understanding roles and permissionsEvery internal user sits at Staff, Manager or Admin, with the Super Admin above them. Clients are outside that ladder and only ever see their own portal.Updated 11 July 2026 · 5 min read Inviting a team memberAdmins, managers and the firm owner can send invites from two places in Accupe, and each behaves slightly differently. Staff do not see the option at all.Updated 11 July 2026 · 3 min read Changing a team member's roleOnly admins and the firm owner can promote, demote or remove an active team member. Managers can invite, but the server rejects role changes they attempt.Updated 11 July 2026 · 2 min read The Team HeatmapThe Team Heatmap shows managers and admins who is stretched thin and who has room for more work, measured on logged hours rather than on raw task counts.Updated 11 July 2026 · 2 min read

Things that catch people out

Managers can invite, but cannot change an existing member

A Manager can send an invite and resend or revoke a pending one, but Manage Staff on an active member is closed to them. The server rejects the change as well as the interface, so there is no alternative route to it.

You cannot invite above your own tier

An invite at a higher access level than your own is refused with “You cannot invite someone at a higher access level than your own.” The firm owner role can never be granted through an invite, by anyone, at any tier.

Invites expire after 7 days, and email is best effort

If the invitation email does not land, use Resend Invite from that member’s row on Team Directory, or generate a fresh shareable link from Settings, Team & Roles and send it yourself. Hitting your firm’s hourly invite limit shows “Too many requests. Please try again later.”

A pending invite cannot be re-levelled

There is no role change option on an invite that has not been accepted yet, only Resend Invite and Revoke Invite. If you sent it at the wrong access level, revoke it and issue a new one at the correct level.

Removing a member is immediate

Remove User takes access away instantly and cannot be undone. Check the Current Delegations panel in Manage Staff first: it lists up to five of that person’s active tasks, and anything still assigned needs reassigning before you act.

Where to go next

Getting Started. Where the workspace, region and firm details your whole team inherits are set in the first place.
Security & Account. Two-factor authentication, data export and firm deletion, all admin-only and all behind the same Settings gate.
Practice Management. Delegations, assignees and logged hours are what the Heatmap and the Profitability report both read from.