> ## Knowledge Base Index
> Fetch the complete knowledge base index at: https://help.booksgpt.ai/sitemap.xml
> Use this file to discover available pages before exploring further.
> Pure-Markdown content can be obtained by appending a '.md' suffix to the content URLs listed in the sitemap (without the trailing slash).

# Invite someone to your workspace, and what each role can see

A workspace is one business's books. Instead of sharing your password, you invite your accountant, bookkeeper or a teammate to their own login, and the role you pick decides what they can do: look, do the day-to-day bookkeeping, or also run the bank connection and restructure the books. You can change a role or take access away at any time.

${youtube}[Watch: How to invite your accountant or bookkeeper in BooksGPT](MGU5dMdF1bg)

|| Invites are free and there is no seat limit on any plan. Practice's "10" is ten business workspaces, not ten people.

## Send an invite

1. Open [Settings](https://app.booksgpt.ai/go/settings) in the left sidebar.
2. Select [**Team & access**](https://app.booksgpt.ai/go/members) in the Settings menu. On a smaller screen, choose **Team & access** under **Workspace** in the **Settings section** menu.
3. Type their email under **Invite someone**.
4. Pick a role. To read what a role can do, click **Compare roles**, then point at or tap the role.
5. Click **Send invite**.

You can also open **All pages** in the left sidebar, then under **Setup** click **Team & access**.

![The Invite someone form with Email, Role set to Client (limited), Compare roles, and Send invite](https://booksgpt.ai/help/members/invite-v3.png)

- Only the workspace owner or a bookkeeper can invite people or change roles. Everyone else can open the page and see who is there.
- On the monthly **Solo** plan there is no role picker. Everyone you invite joins as an **Editor**.

## If you were invited

Joining someone else's workspace is free. You do not need a BooksGPT subscription.

1. Open the **Accept invite** link in your invite email.
2. If you already have a BooksGPT account, click **Sign in** and use the address the invite was sent to.
3. If you do not, create one right there: pick a password and click **Create account and join**, or click **Continue with Google**.
4. If you used a password, open the confirmation link we email you. You land back on the invite, already joined.

![The invite page, with the role, the invited email, Create account and join, and Continue with Google](https://booksgpt.ai/help/members/invite-accept-v3.png)

## The roles

Pick the smallest role that does the job.

- **Owner**: everything. This is the person who owns the workspace, so it is not a role you can invite.
- **Bookkeeper**: runs the books and the team. Edits the books and the chart of accounts, and invites people. Can refresh an existing bank feed and clear possible duplicates, but cannot connect, reconnect or disconnect a bank.
- **Client**: day-to-day bookkeeping and sending invoices, plus the bank connection: connect, reconnect, disconnect and pull more history. Cannot invite people or restructure the books.
- **Client (limited)**: day-to-day work only. Categorizes transactions, uploads receipts and statements, creates Bills, and adds or renames an account. No bank, no sending invoices or statements, no restructuring, no invites.
- **Editor**: day-to-day bookkeeping and sending invoices. Can refresh an existing bank feed and clear possible duplicates. Cannot connect a bank, invite people or restructure the books.
- **Viewer**: reads the books and changes nothing.

**Restructuring the books** means importing from QuickBooks or Wave, merging accounts, changing an account's type, parent or opening balance, or posting a journal entry. Only the owner and a bookkeeper can do it. Billing, scheduled report packs, and starting over, archiving or deleting the workspace stay with the owner.

Bank control is separate from being an admin on purpose. The usual arrangement is that the client owns the bank login and the bookkeeper owns the books. Refreshing a feed the client already connected is bookkeeping, so a bookkeeper or an editor can do it without asking the owner.

![The People list with Owner, Bookkeeper, Client, Client (limited), Viewer, and a waiting invite marked Sent](https://booksgpt.ai/help/members/people-v3.png)

## Can my clients see each other's books?

No. Access is granted one workspace at a time.

- Someone invited to Client A's workspace sees Client A only. They cannot see your other workspaces, or that they exist.
- You see all of them, because you own each one.
- The same holds the other way round: invite your accountant to one business and they get that one business.

## Changing or removing someone

- Change a role with the picker next to their name. It takes effect at once.
- Remove someone, or revoke a waiting invite, with the bin icon. They lose access at once.
- A waiting invite shows its role and whether its email went out.
- The owner's role cannot be changed, and the owner cannot be removed.

To ask a client about a few transactions without giving them a login, see [Ask your client about selected transactions](https://help.booksgpt.ai/en/article/ask-your-client-about-selected-transactions-51of5y/).

## Personal workspaces

A personal workspace has its own **Members** page. Open **All pages** in the left sidebar, then under **Setup** click **Members**.

- A household member sees the accounts and can edit transactions. Only the owner connects banks and invites people.
- A financial professional or CPA gets read-only access. Their invite stops working if it is not accepted within 365 days, but once they join, their access does not end on its own.
- Only the owner can invite, or cancel an invite that is still waiting. To remove someone who has joined, contact support.

## If something goes wrong

- **The invite email never arrived.** Check spam first. If **Team & access** shows the email could not be sent, click **Resend**, or the owner can click **Copy link** and send the link themselves. If it was sent but never arrived, type the same address under **Invite someone** and click **Send invite** again.
- **The invite page says the link was used, revoked or expired.** Ask for a new invite. After a resend, only the newest email works.
- **Signing in did not accept the invite.** Your account has to use the invited address, so with Google, pick that address when Google asks which account. To join with a different address, ask for a new invite to it.
- **Forgot password sends nothing.** You have no account yet, so there is nothing to reset. Create the account from the invite link instead.