Adding team members and roles

#Understanding roles

Light comes with predefined system roles. Each role grants a specific set of permissions:

Role	Description
Company Admin	Full access to all features, settings, and data
Controller	Create journal entries, review GL accounts, and prepare financial reports
Invoice Approver	Approve bills routed to them for approval
AP Preparation	Prepare and process bills
AP Clerk	Handle bill processing, approval submission, and payments
AR Clerk	Manage invoices, customers, and revenue
Vendor Management	Manage vendor records and onboarding
Purchase Requester	Submit purchase requests
Cardholder	Use a company card and submit card transactions
Reimbursement	Submit expenses and request reimbursements
Report Viewer	Read-only access to reports
Auditor	Read-only access to financial data for audit purposes

To see the full permission breakdown for each role, go to Business partners → Users and open the Roles tab.

#Invite a team member

1. Go to Business partners → Users

2. Click + Create user

3. Fill in the team member's details:

   • First name and Last name
   • Email
   • Access role — select one or more roles
   • Entity — which company entity they belong to
   • Manager — their direct manager in Light
   • Address fields (Country, City, State, Zip) — optional
   • Phone number — optional

4. Click Create

Light sends the new member a welcome email with links to the Light web and mobile apps. You can control this with the Send welcome email toggle when creating the user, or set an organisation-wide default in Organization settings.

#Manage team members

#View the team

Go to Business partners → Users to see all users. The list shows full name, email, roles, phone, groups, country, city, and address. Click any row to open the user's details.

#Edit a user

1. Click on a user in the Users list
2. Click Edit
3. Update their details, roles, entity, or manager
4. Click Save

#Archive a user

1. Click on the user in the Users list
2. Click Archive
3. Confirm

Archived users cannot log in but remain in historical records. They are no longer included in approval flows.

#Groups

Groups let you organise users into named teams with a hierarchy level.

#Create a group

1. Go to Business partners → Users
2. Open the Groups tab
3. Click + Create group
4. Fill in:
   • Name (required, max 50 characters)
   • Description (optional)
   • Level (numeric, 1–99 — used for approval hierarchy)
5. Click Next
6. Search and select users to add to the group
7. Click Create

#Manage group members

Open any group from the Groups tab to see its members. Use Add users to add members or the remove button on any row to remove them.

#Roles tab

Go to Business partners → Users and open the Roles tab to see a full permission matrix — every role mapped against every available permission. This view is read-only.

#Entity access

Each user is assigned to a specific company entity. To change which entity a user belongs to, open the user's details and update the Entity field.

#SSO and authentication

For organisations using single sign-on (SSO), Light integrates with Auth0, supporting:

• Google Workspace
• Microsoft Azure AD / Entra
• Okta
• Custom SAML providers

Contact Light support to enable SSO for your organisation.

#Related articles

• User roles and permissions overview
• Inviting and removing users