Understanding User Roles and Permissions in Firm360
Firm360 uses a role-based access control model, meaning each user is assigned one or more roles that determine what they can see and do in the platform. Roles are additive — stacking multiple roles expands a user's access. Every user must have at least the User role assigned before any other role will take effect.
Core Access Roles
User (Required) The User role is required for anyone to access Firm360. It enables login and grants standard view and edit capabilities across clients, projects, and documents based on any additional roles assigned.
Limited Access Restricts a user's visibility to only the clients they are directly assigned to — as Partner in Charge, Manager, Bookkeeper, or via an explicit Limited Access grant. No other elevated roles should be assigned alongside this one (the User role being the only exception).
Operational Roles
Recurring Projects Allows users to create, edit, and manage recurring project templates.
Billing Grants access to the client billing tab, billing dashboard, invoicing pages, billing settings within client profiles, and any reports that contain billing or rate information.
Time Tracking Admin Allows users to enter or edit time on behalf of other users, and to edit task-level estimates.
Partner in Charge (PIC) Makes the user's name available in Partner in Charge dropdown fields throughout the platform. Note: this role does not grant any additional access permissions on its own.
Reporting & Administrative Roles
Reporting Provides access to the Reporting section. Some reports may additionally require the Billing or Recurring Projects role to be assigned.
Admin Grants full access to the Admin section of the platform (the Black Ribbon) and all administrative capabilities. The Admin role automatically includes Client Messages visibility — this does not need to be assigned separately for Admin users.
Client Portal & Communication Roles
Client Portal Impersonation Allows a user to view the client portal exactly as a client would see it.
Client Portal Access Management Allows users to view client portal access logs and pending access requests, found in the Black Ribbon.
Client Messages Allows users to view client messages in both the global message dashboard and individual client profiles. This permission is included automatically for users with the Admin role. For non-Admin users who need message visibility, it must be assigned separately — without it, messages will not appear anywhere in the platform.
Document & Export Roles
Access All Restricted Documents Allows users to view and edit all restricted documents, regardless of whether they are assigned as Partner in Charge, Manager, or Bookkeeper on that client. This is typically used for administrative staff who need broad document access across the firm.
Bulk Document Export Allows non-Admin users to bulk download documents, avoiding the need to grant full Admin access just for export purposes. This role will only appear in your settings after the feature has been enabled for your firm — contact Firm360 Support to get it activated.
Assigning roles thoughtfully helps ensure your team has exactly the access they need — no more, no less. If you have questions about which roles are right for a specific user, reach out to Firm360 Support.
How to set up User roles:
1. Navigate to Admin > Users