Skip to main content

Managing Roles, Permissions, and Inviting Team Members

How to view roles, manage permissions, create custom roles, and invite team members in Adaptive.

Updated this week

1. Access Roles and People Settings

  1. Go to your Name Dropdown in the top right navigation.

  2. Select Settings then People to view your team directory.

  3. From this page, access Manage Roles or Invite People.

2. View Default Roles and Permissions

In Manage Roles, you will see four default roles arranged from the fewest permissions to the most:

Contributor

  • Has the lowest level of access.

  • Can view, submit, and edit their own bills and receipts.

  • Can approve only when included in an approval workflow or when their approval is requested.

  • Intended for team members who primarily submit bills and expenses.

Project Manager

  • Has access to the entire platform.

  • Cannot make payments, invite teammates, configure settings, or sync receipts to accounting software.

Bookkeeper

  • Has access to the entire platform.

  • Cannot make payments.

Boss

  • Has the highest level of access.

  • Is a super user who can perform all actions in Adaptive.

  • Can view all budgets, sync expenses and bills to accounting software, and pay bills.

Viewing Permissions

Click any role to view its specific permissions across the following categories:

  • Bills

  • Purchase Orders

  • Jobs

  • Draws

  • Expenses

  • Company Settings

  • Vendors

  • Reports

3. Create Custom Roles

  1. Click Create Role in the Manage Roles section.

  2. Select the exact permissions needed for the role.

  3. Enter a role name.

  4. Click Save.

Important: Custom roles must include at least one selected permission before saving.

4. Invite Team Members

After configuring your roles, begin inviting your team from the Invite People page.

Access the Invite Options

  1. Go to Settings > People > Invite People.

  2. Choose one of the following methods:

    • Import from QuickBooks (QuickBooks Online users only)

    • Add Manually

5. Import Team Members from QuickBooks (QBO Only)

  1. Click Import from QuickBooks.

  2. Select the users you want to invite.

  3. Click Select Employees.

  4. A list will appear with their names and email addresses (if provided by QuickBooks).

  5. Select a Role.

  6. Enter an Email if it is not pre-filled.

  7. Enter a Phone Number.

  8. Click Sync and Invite to send the invitation.

6. Add Team Members Manually

  1. Click Invite People.

  2. Select Add Manually.

  3. Enter:

    • Name

    • Role

    • Email Address

    • Phone Number

Important: The phone number must be real. It is used for payment verification and SMS notifications.

If you have any questions or want to share feedback, feel free to reach out at [email protected].

Did this answer your question?