The beauty of Lightyear is the control over user permissions to maintain privacy and security across the business.

Only users with Parent Admin or Company Admin permissions are able to access the Users page (located within Settings). This means only an Admin of an account can add or remove users, and edit each individual users permissions, limiting what each person can see.
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2FA can be turned on at an account level, adding an extra level of security for users, or on an individual level per user. For more information on how to set this up, click here.
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2FA means users logging in will require a passcode to be entered, which is received through text. This provides a second level of security for users when logging in, beyond what a single Password can provide.
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If you need to have multiple users viewing the Approvals/Purchase Orders Workflow, but need to restrict the specific suppliers/documents they see, you can set up your Lightyear to use Departments.
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If a user is in a Department, within Approvals or Purchase Orders, they will only be able to view specific suppliers that they have been assigned to. Users who are not in the Department won't see the suppliers documents at all, like they don't exist.
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This feature is only editable by Parent Admins and Company Admins.

There are some areas of the Lightyear app that are only viewable by certain users.
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A Company Admin has access to the Users page, as mentioned above. On top of this, they have access to the Company Settings page which is where the main account settings are established. These include the General Settings (Approval Workflow set up, Email customisation, Inventory, Keywords, etc.) and Purchase Order Settings (Logos, Ts&Cs, Matching Rules, Email Settings, etc.).
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A Parent Admin will have access to the Parent Dashboard, giving an overview of all child companies within their structure. They are the only users who can view the Billing on these accounts and access the Users/Companies page - which gives information on all child accounts and client users, allowing the Parent Admin to move users in and out of accounts. The Parent Admin will also have access to what's available to the Company Admin.

Here, we've laid out the permissions and what they would have access to based on the combination of rights you want to assign a user.
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Have a look below (or click on the pdf attached to this article) and you can proceed to invite your team
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Click on the image below for a full screen version.

Company Admin: This role gives you full admin rights and access to all features within Lightyear such as:

Approval Task & Archive: This role gives you Read Only access to the documents via the Archive, Statements, Notifications, Profile Settings and allows users to action Approval Tasks assigned to them.

Therefore, no changes can be made to the document data from within the approvals workflow. This user can only view documents, run reports via the Archive and leave notes on documents.

The user will be able to edit document data via tasks if Edit Approval Tasks has been ticked.

Approval Task Only: This roles limits the view to Approval Tasks assigned to the user. They will also be able to access Notifications and Profile Settings. By default, the user cannot edit document data but can indirectly impact documents in the workflows by Approving, Rejecting, Un-assigning, Re-assigning, Disputing and leaving Notes.

Standard User: This role is the most customisable allowing you to combine permissions below:

If you have POs enabled, you will see additional PO specific Permissions. These can be combined using the below permissions:

Create:
​View: All Open, Drafts, PO Approval, Approved, Ordered, Completed Tabs, Tasks, Notifications, Profile Settings
​Actions: Create/Edit POs, Create/Edit Draft POs, Send items awaiting Approval back to Drafts, Copy POs, Delete POs (prior to Ordered)

Approve:
​View: All Open, PO Approval, Approved, Ordered, Completed Tabs, Tasks, Notifications, Profile Settings
​Actions: Approve, Send items back to Approvals, Delete POs (prior to Ordered)

Order:
​View: All Open, PO Approval, Approved, Ordered, Completed Tabs, Tasks, Notifications, Profile Settings
​Actions: Order Now, Default permission gives View Only (unless Edit/Void after Order permissions have been ticked to combine)

Receive:​

View: All Open, PO Approval, Approved, Ordered, Completed Tabs, Tasks, Notifications, Profile Settings
​Actions: Receive Goods, Default permission gives View Only (unless Edit/Void after Order permissions have been ticked to combine)

Complete:

View: All Open, PO Approval, Approved, Ordered, Completed Tabs, Tasks, Notifications, Profile Settings

Actions: Mark as Completed, Send items back to Ordered, Default permission gives View Only (unless Edit/Void after Order permissions have been ticked to combine)

Void after Order: After an order has been approved and ordered, this permission allows the user to Void the PO

Edit after Order: After an order has been approved and ordered, this permission allows the user to Edit the PO

Restrict Visibility: This defaults as off but combined with this permission, you are restricting the user to see only the POs they have personally raised no matter what department they are assigned.

If you have Expenses enabled, you will see additional Expense specific Permissions. These can be combined using the below permissions:

Admin:
​View: All Expenses and Expense Reports, Draft, Submitted, Pending Approval, Approved, Scheduled, Reimbursed, Tasks, Notifications, Profile Settings
​Actions: Create/Edit Expenses, Create/Edit Expense Reports, Send for Approval, Delete Expenses, Delete Expense Reports, Export Expense Reports, Schedule Expense Reports, Reimburse Expense Reports, Close Expense Reports

Submit:
​View: All Expenses and Expense Reports, Draft, Submitted, Pending Approval, Approved, Scheduled, Reimbursed, Tasks, Notifications, Profile Settings
​Actions: Create/Edit Expenses, Create/Edit Expense Reports, Send for Approval, Delete Expenses, Delete Expense Reports, Export Expense Reports, Schedule Expense Reports, Reimburse Expense Reports, Close Expense Reports

Export, Schedule & Reimburse:
​View: Submitted, Pending Approval, Approved, Scheduled, Reimbursed, Tasks, Notifications, Profile Settings
​Actions: Delete Expenses, Delete Expense Reports, Export Expense Reports, Schedule Expense Reports, Reimburse Expense Reports, Close Expense Reports

View All: This defaults as off for Submit users but combined with this permission, you are restricting the user to see only the Expenses they have personally raised no matter what department they are assigned.

Archive Roles can be granted to any user with the Standard User permission. By default these will be off, and you can enable them across Lightyear to allow users to see specific documents. These can be chosen between:

If a user has only Bill Archive, they will only see Bills/Credit Notes/Receipts, and will not see any POs/Expenses/Expense Reports without either of the other two permissions enabled.

The Statements Roles can be granted to any user with the Standard User permission. By default this will be off, and you can enable it to allow users to see Statements. These can be chosen between.

If a user has only a PO Role, they will not have access to view Statements unless this is explicitly selected.

Edit Approval Tasks: In conjunction to all the permissions above, you have the option to grant Edit Approval Tasks permissions. This permission allows the user to update Panel 2 details from their Tasks view. If this option is not ticked, then the user will be able to see the document data but details will be locked down. Users will need to advise changes via other means if required e.g. notes.
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Edit Supplier Bank Details: If your account has Bank Details Checker activated under Company Settings, this permission will present allowing the user to edit bank details as required. Without this permission ticked, the user can only view the bank details.
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