Give staff access to Tally: team roles and permissions

“Your plan includes 2 seats, counting you and anyone already invited. Upgrade your plan to invite more people.”

Where you see it: The Invite someone window (Send invite is greyed out). Also a red note if sent anyway, or a notice when you resend an expired invite.

Every login on the account takes a seat. That is the owner, every member and every invite still waiting. All seats on your plan are in use. An expired invite frees its seat, so sending it again needs a free one. No invite was sent.

1. 1

   Open Settings → Team and look under Waiting to join.

2. 2

   Choose Cancel invite on any invite no longer needed. Its seat frees at once.

3. 3

   Or remove a member who has left. Use the remove button in their row.

4. 4

   Or the owner moves to a bigger plan. See plans and billing.

5. 5

   Send the invite again.

It worked when: The Seats card shows a free seat and Send invite can be clicked.

Next time: See seats on each plan.

“You have view-only access to this account, so you cannot make changes. Ask the owner or an admin if you need to.”

Where you see it: The Accounts home page, a bill you open, or a full-page notice on an entry page. Also a red note if you try a change anyway.

Your role on this account is Viewer. A viewer can read reports, history and bills, but cannot enter, import, save, retry or cancel anything. Nothing was changed.

1. 1

   Ask the account owner or an admin to open Settings → Team.

2. 2

   They change your Role to Accountant in your row, and tick the companies you work on.

3. 3

   Reload the page. The entry forms appear for those companies.

It worked when: The You have view-only access note is gone from the Accounts home page.

“Your role in this account (accountant) cannot manage the team. Ask the owner or an admin.”

Where you see it: A full-page notice when you open a page from a link or bookmark. Or a red note or short notice after you try something.

Your role does not allow this. Accountants save entries in their companies. Admins also manage companies, apps and the team. Only the owner handles the plan, payments and admins. Nothing was changed.

1. 1

   Ask the account owner to do it. For company, app and team changes, an admin can do it too.

2. 2

   Need to do it yourself often? The owner can change your role in Settings → Team. Only the owner can make someone an admin.

Next time: See the four roles.

“That address already has an invitation waiting. Resend it instead.”

Where you see it: The Invite someone window: a red note, or red text under Email address.

The invite could not go to this address. An invite may already be waiting for it, or the person is already on the team. Or it is the owner’s own address. An accountant or viewer also needs at least one company. No invite was sent.

1. 1

   For a waiting invite: close the window, find the address under Waiting to join, and choose Resend.

2. 2

   For someone already on the team: nothing to do. Change their Role or Companies in the Team members table instead.

3. 3

   For an accountant or viewer, open Companies and tick All companies or at least one company.

“This invitation was just sent. Wait a minute before sending it again.”

Where you see it: A short notice on Settings → Team, under Waiting to join.

An invite can be resent once a minute. No new email was sent this time.

1. 1

   Wait one minute.

2. 2

   Choose Resend again.

3. 3

   Tell the person to use the newest email. Each resend makes a new link, and older links stop working.

“This invite cannot be used”

Where you see it: The invite page that opens from the email.

The link was cancelled or already used. Or a newer link replaced it when the invite was sent again. A link cut short when copied shows This link is not complete. Nothing was changed.

1. 1

   Open the newest invite email and use its link. Older links stop working after a resend.

2. 2

   If that fails too, ask the person who invited you. They choose Resend or Send new link in Settings → Team.

3. 3

   Accepted it earlier? Sign in. The account is in the menu under your name, under Switch account.

“This invite has expired”

Where you see it: The invite page that opens from the email. The person who invited you sees Link expired under Waiting to join.

Invite links work for 7 days, and this one is older. Nothing was changed.

1. 1

   Ask the person who invited you to open Settings → Team → Waiting to join and choose Send new link. It needs a free seat.

2. 2

   Open the new email and accept within 7 days.

“This invite is for someone else”

Where you see it: The invite page that opens from the email.

An invite works only for the email address it was sent to. You are signed in with another one. Nothing was changed.

1. 1

   Choose Sign out and continue.

2. 2

   Sign in, or create a login, with the address the invite was sent to. The invite page comes back.

3. 3

   Did the invite go to the wrong address? Ask the person who invited you to cancel it. Then they invite the right one.

“[email protected] already has a Balancely login. Sign in with it to accept.”

Where you see it: The invite page, with a Sign in to accept button.

This email address already has its own Balancely login, so no new one is needed. Nothing was changed.

1. 1

   Choose Sign in to accept, or Continue with Google where it is offered.

2. 2

   Sign in with that address. The invite page comes back.

3. 3

   Choose the Join button with the account’s name.

4. 4

   Forgot the password? Choose Reset it under the sign-in form on the invite page.

“Choose a password of at least 10 characters, including a letter and a number.”

Where you see it: The form on the invite page, for a person with no Balancely login yet.

A new login needs a name and a password. The password needs 10 or more characters, with at least one letter and one number. Nothing was changed.

1. 1

   Enter Your name.

2. 2

   Choose a password of 10 or more characters with at least one letter and one number.

3. 3

   Choose Create login and join.

“Turn on two-factor authentication”

Where you see it: A full screen right after you sign in, with Go to my own account and Sign out below it.

The owner of this account turned on Require two-factor sign-in. Your login does not have it on yet. Nothing was changed.

1. 1

   Install an authenticator app on your phone, such as Google Authenticator or Microsoft Authenticator.

2. 2

   Follow the steps on the screen: confirm your password, scan the QR code, and enter the 6-digit code.

3. 3

   Save the recovery codes somewhere safe.

4. 4

   Or choose Go to my own account to keep working in your own account without it.

Next time: See require two-factor sign-in for your team.

“You do not have access to this company. Ask the account owner or an admin to give you access in Settings → Team.”

Where you see it: Accounts pages, as a red note or on a result card; or the Accounts home page when you have no company.

The company is not in your company access, or was taken out of it. Any company outside your list gets this answer. So it does not say if the company exists. Do you see “no longer exists” instead? Then the company was disconnected or removed. The owner or an admin reconnects it. Nothing was changed.

1. 1

   Ask the owner or an admin to open Settings → Team. They choose the value in your row’s Companies column and tick the company.

2. 2

   They choose Save access.

3. 3

   Reload the page and choose the company in the Company bar.

Next time: See limit a member to certain companies.

“Only the account owner can resend or cancel an admin’s invite.”

Where you see it: The greyed-out Resend and Cancel invite buttons under Waiting to join, when you point at them.

You are an admin, and this invite is for another admin. Only the owner can act on it. Nothing was changed.

1. 1

   Ask the account owner to resend or cancel that invite.

“Too many invitations from this account. Try again in an hour.”

Where you see it: A red note in the Invite someone window.

Your account sent a lot of invites in an hour. New ones are held for a while. It counts invites from everyone who manages this team, not your network. No invite was sent.

1. 1

   Wait for the time the message gives. It is never more than an hour.

2. 2

   Send the remaining invites.

“You cannot change your own role or companies. Ask the owner.”

Where you see it: A short notice on Settings → Team.

Nobody can change their own role or companies, or remove themselves from the team table. Nothing was changed.

1. 1

   To change your role or companies, ask the owner. If you are an accountant or viewer, an admin can do it too.

2. 2

   To leave the account, open Settings, tab Profile, and choose Leave with the account’s name.

“This person created the account, so they stay on it. You can change their role instead.”

Where you see it: A short notice on Settings → Team, when you try to remove someone.

The account was created by this person, and ownership has since moved to someone else. The person who created it cannot be removed. Nothing was changed.

1. 1

   If they should do less, change their Role, for example to Viewer.

2. 2

   Should they own it again? Make them an admin. Then choose Transfer ownership, then choose their name.

“The owner cannot leave the account. Transfer ownership to an admin first.”

Where you see it: The Leave window on Settings, tab Profile.

Every account needs an owner, so the owner hands over before leaving. Nothing was changed.

1. 1

   In Settings → Team, make the person who will take over an Admin.

2. 2

   Choose Transfer ownership, then choose their name.

3. 3

   Then choose Leave.

“Ownership can only go to an admin. Make them an admin first.”

Where you see it: The Transfer ownership window.

Ownership moves only to an admin, and only after you confirm it is you: with your password, or for a Google login, a fresh sign-in. Ownership did not move.

1. 1

   Make the person an Admin first, in their row on Settings → Team.

2. 2

   Enter your current password carefully.

3. 3

   Sign in with Google and have no password? Sign out and sign in again. Then transfer within 10 minutes.

4. 4

   If it names the payment provider, wait a minute and try again.

“Turn on two-factor authentication for your own login first, then require it for the team.”

Where you see it: A short notice on Settings → Team, at Require two-factor sign-in.

The owner must use two-factor sign-in before asking the whole team to. Nothing was changed.

1. 1

   Open Settings, tab Security, and turn on two-factor authentication.

2. 2

   Come back to Settings → Team and turn on Require two-factor sign-in.

“Priya does not have two-factor sign-in on, so there is nothing to reset.”

Where you see it: A short notice on Settings → Team, after the reset button.

Two-factor sign-in can be reset only for another member who has it on. Your own, and the owner’s, cannot be reset by the team. Nothing was changed.

1. 1

   If the member has it off, nothing is needed: they sign in with their password.

2. 2

   For your own login or the owner’s, choose Use a recovery code on the sign-in page.

3. 3

   If no recovery code is left, or it says to contact support, tell us.

“One of the chosen companies could not be found. Reload the page and try again.”

Where you see it: The Invite someone or Company access window.

A company you ticked was removed, or the list on the page is out of date. Nothing was changed.

1. 1

   Reload the page.

2. 2

   Tick the companies again.

3. 3

   Save again.

“You were removed from Sharma & Co”

Where you see it: An email, if you get team emails. The account also disappears from Switch account.

The owner or an admin removed you from that team. Your own login still works. Entries you made stay in that account’s Activity History.

1. 1

   If it was a mistake, ask the owner or an admin to invite you again.