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Multi User Access with Specified Permissions

At the moment multiple people can be logged into to the same account at the same time. But it's "all or nothing"

We'd like the ability to let people create additional logins with permissions to access just certain areas (ie, Sales invoices - but not bank accounts)
  • KashFlow Product Manager
  • Jan 10 2017
  • Released
  • Oct 5, 2017

    Admin Response

    I'm extremely excited to announce we have, today, made enhancements to the additional user functionality in KashFlow:

    - New permission based roles

    - New Audit Trail

    - New Profile Management

    - New Reports area

    For more details, please visit our Knowledge Base article




  • Attach files
  • NKB commented
    January 20, 2017 09:48

    This is getting ridiculous, more information to follow in the next few months..... Like saying how long is a piece of string! - Been waiting for this feature for ages, come on Kashflow Team give us some kind of date when the access levels will be implemented. Thanks.  

  • Roland Hunter commented
    January 20, 2017 13:14

    I agree, additional logins with permissions to access would be very useful. 

  • Anonymous commented
    February 03, 2017 09:47

    I agree, I was told this was imminent when I signed up in December 2015!!! 

  • Claire Thomas commented
    February 09, 2017 09:19

    Will the multi user access have a read only function?

  • Nicola Ash commented
    February 17, 2017 11:26

    I'd like to see multi-user options where access can be granted in specific areas and on a read only basis. All or nothing is not good enough as this means access to confidential information. Specifically I would also like to see access to reports for additional users.  

  • Guest commented
    March 03, 2017 16:38

  • Andrew Mills commented
    March 21, 2017 14:28

    Very importnat to ensure only certain people can access certain data etc

    And your newsletter dated May 2015 says you are working on it!!!!

  • Anonymous commented
    March 27, 2017 12:06

    What is the anticipated completion date on this? We have been waiting a long time for implementation and it would stop other staff having to interrupt accounts all the time if they can simply log on and look for themselves.  Agree with NKB - please come on and get this sorted.

  • Navin Sehmi commented
    March 28, 2017 20:32

    So, spring is definitely here and a fully functioning multi-user portal definitely isn't! If you're not going to code this, can you just be honest please so that we can migrate our data elsewhere. Pretty sick of waiting.

  • Navin Sehmi commented
    April 14, 2017 22:18

    We were previously told on the old Canvass site that the multi-user login would be available in early spring. Can you confirm whether you are still on target (as that would mean the big reveal would be any day now).

    If this ever materialises, I imagine that you would be planning to charge each user for a licence which is understandable, however, I very much feel that given the patience that some of us long standing clients have shown in waiting for this feature over the last few years, we should, at the very least be provided with free licences for our organisations. 

  • Admin
    Natasha Chryssafi commented
    April 21, 2017 12:45

    Hi All

    It's coming, I promise!  There's still a bit of spring left and we are working hard.

    I'll be back with an update in due course - thank you for your patience.


  • Claire Thomas commented
    April 28, 2017 13:58

    Any update on this yet?  


    Really need to allow employees access but don't want them having access to all areas

  • Andrew Mills commented
    May 08, 2017 11:05

    Where the hell is this upto? Surely it doesn't take over 2 years


    Pissed off of Wirral!!!

  • S Taylor commented
    May 18, 2017 12:12

    I did not realise that KF employed a UserVoice style system like this. It's somewhat of a revelation to find out that this is, by some distance, the most popular development being asked for by users.

    I have secondary users so that my staff can produce estimates for customers, based on a series of "template" estimates we have set up. However, secondary users cannot copy an existing  template to a new one. They can however delete every single estimate ever created in the past, making a mockery that not allowing users to copy estimates is for safety's sake. How much work can there possibly be in allowing a [pre-existing for main users] "Copy" button to be visible. In the grand scheme of things, it must be trivial.

    We first raised this as an issue at the end of JANUARY 2015. That's 28 months ago.

    Imagine my reaction when I come on here and see Kashflow staff telling us "it's in the pipeline".

    It's almost a month since the last update, with Natasha saying "I'll be back with an update in due course". Due course seems to be as long as the pipeline, which appears infinite.

    Kashflow is great software, but if SO many people are requesting developments in this area and 28 months on from my emailed enquiry nothing appears to be happening, that's really very poor.

    You wonder if their head of development is Rip Van Winkle and they're all sitting around waiting for him/her to awake and get things moving.

    I don't understand the mentality of giving users a voice and then seemingly, completely ignoring it.




  • David Riley commented
    May 19, 2017 16:09

    We have the same problem as all users here - am paying for the Multi User function but no one will do anything about this - our additional users create invoices, but we use 3 brands and so 3 invoice templates - but they cannot access the customer tab so cannot select the template for the new customer. Default only. - Come on Kashflow - common sense to get these user permissions in place. Bit fed up by the enormous price hike recently and then additional fees for a function that is not being sorted.

  • Nick Robinson commented
    May 21, 2017 14:52

    Last update more than 4 months ago?  How long does "planned" take?

  • Andrew Mills commented
    June 14, 2017 08:51

    Where the hell is this "Mutliuser" function upto.  Again as with all other posts this is ridiculous.  I'm paying for a product that is not functioning correctly and it should be sorted by now.  Where is the update from the tech team

    You don't deserve to have customers

  • Andrew Mills commented
    June 14, 2017 08:58

    In April 

    Natasha Chryssafi commented
    April 21, 2017 12:45

    Hi All

    It's coming, I promise!  There's still a bit of spring left and we are working hard.

    I'll be back with an update in due course - thank you for your patience.






  • Andrew Mills commented
    June 14, 2017 14:08


    Ivan(KashFlow Support)

    Jun 14, 14:20 BST

    Hi Andrew,

    Thank you for your email.

    I appreciate your frustration so I spoke with our Product Manager to address your concerns. They advised me that changes to the current functionality are still being considered, however these will not be worked on and implemented before the end of this summer. 

    I am sorry that I cannot be more helpful on this occasion but please feel free to contact us with any additional support queries.

    Kind Regards,

    Support Executive

  • Claire Thomas commented
    June 16, 2017 10:01



    When will this be implemented, surely it can't be that difficult to put in place!


    Maybe you would be best focusing time on this than changing the layout of the balance sheet reports etc, which in my opinion were not needed at this point as there are other issues that need to be addressed, such as multi user functionality.

  • Dariusz Ratusznik commented
    June 28, 2017 12:11

    We have been waiting since last year and were told it would be done by the end of 2016. Now we are told to wait till the end of the year again. It doesnt sound like a big challenge for the IT people, please kash flow hurry up. It takes ages for unauthorised users to create invoices for our repetitive customers...

  • Steve Taylor commented
    July 05, 2017 18:46

    Just let the secondary users be able to copy an existing estimate to a new one.

    This is NOT difficult.

    They can delete every single invoice the company has ever issued, but not copy an existing one?

    The delays (since Jan 2015 now!) are just wholly unacceptable.

    Another company bought for its market share with no thought for the actual users of the software. Welcome to moronic 2017 venture capital reality.


    At the very least the hundreds that voted for this should at least be given some explanation of what the delays are, i.e. what is the fantastic work that is holding the most requested feature up?

  • Navin Sehmi commented
    July 17, 2017 08:40

    Hi Natasha,

    I hope you and the Kashflow team are enjoying this lovely weather, which incidentally is a sure sign of Summer meaning that Spring has well and truly passed.

    I appreciate that you guys might be busy dressing up in Hawaiian shirts for your 'Summer sales Day' but would you consider appointing someone with some genuine project management skills such as Prince2 in order to get the ball rolling with the multi-user login?

    I have full confidence that you will produce this feature before I retire (I'm 37) and I only ask that when it does finally arrive, you offer the functionality for free to us users who have been continuously requesting it for the last 3-4 years.

    Remember to hydrate, it's hot today.

    Many thanks x x x

  • Steve Taylor commented
    July 18, 2017 15:07

    If people are fed up with being strung along with the never ending cycle of "it's coming" followed by "there's a delay", I would take this onto Twitter, as I just have. Their Twitter handle is @KashFlow - let prospective users see how lame the management of this situation is. My accountant is utterly fed up with asking too, and feels like he's just getting lip service on the subject.

  • Guest commented
    July 22, 2017 15:35

    This has now got to the point that if this is not added soon we will have to leave. Our company is growing and the lack of this feature means we have to give all new employees full access? With new adverts on the TV etc promoting growing businesses this is a serious downfall to the service.

  • Keith Hughes commented
    July 27, 2017 08:57

    This is very poor service. We are being strung along and told ever changing timelines. These functions are offered on competitors systems. We may now need to go elsewhere which is sad as the rest of Kashflow works quite well for us. Even if the selections it currently offers the restricted user were tweaked. 

    Why can a restricted user have access to the purchase order section and view suppliers and cost prices but not access the customers section to get a phone number or update notes.

    If you were to pick a few selections then surely CUSTOMER, QUOTES & INVOICES would be better. 

    If that was done we could hang in for a while longer but throw us a bone Kaskflow!

  • Peter Radcliffe commented
    August 04, 2017 10:04

    We will all need this with the new GDPR regulations coming out next year

  • Chris Kennett commented
    August 09, 2017 15:17

    @Keith Hughes
    I'd give up waiting... There are a number of suggestions on here that I created some 3-4 years ago on the old Kashflow User Voice system, that was replaced by Canvass. This is one example of my suggestion, directly copied over to Canvass, but obviously I lose credit for it as it simply assigned to 'Kashflow Product Manager'.

    I wouldn't hold your breath on this, or multi currency bank accounts, or multiple customer contacts... all my suggestions, all still pending 4 years later.

    We are actively looking at alternatives to Kashflow now.

  • Roland Hunter commented
    August 19, 2017 14:48

    I agree, please can we have a date when this will be implemented. 

  • Guest commented
    September 09, 2017 11:19

    We will be making a move away from Kashflow if this is not implemented within 4 weeks. It is an essential tool that is lacking and the lack of progress updates is frustrating. In general, the development of features in Kashflow is very poor and it is starting to trail behind. Support is also quite poor.

  • Helen Thomas commented
    September 11, 2017 11:11

    I requested this a couple of years back!   Come on KashFlow.  Early Autumn is here now.

  • Navin Sehmi commented
    September 25, 2017 12:43

    I've been checking my e-mails for these elusive updates and we are now in Autumn. Can we have an ETA please. Thanks. 

  • Steve Taylor commented
    September 25, 2017 19:03

    We are at "early Autumn" now. Harvest Festivals are in full flow.

    Can we have an update on progress please?

    I think we've all shown extraordinary patience here.


  • Steve Taylor commented
    September 29, 2017 15:29

    4 days later and still no update. I went to my daughter's Harvest Festival service at her school this morning. I don't know what better represents "early autumn" than this happening. Update please.

  • Andrew Mills commented
    October 04, 2017 14:31

    Any update on this please

  • Andrew Mills commented
    October 04, 2017 14:32

    Can we have an update please

  • Nick Robinson commented
    October 05, 2017 09:08

    At last we have some progress and thanks for that Kashflow.   Getting this area right will open up Kashflow to much larger businesses than presently use it.  

    The user access permission settings you provide will cover most situations.  Can I suggest though that for each of the categories (except admin of course), there is an option to give read only access i.e. the ability for people to see information without being able to make alterations.

  • Steve Taylor commented
    October 05, 2017 12:11

    I agree with Nick Robinson's comment above.

    I've just implemented it over three users in my company.

    I would like to know the rationale of not allowing the "Sales" role to add projects. What was the thinking behind that decision? Seems a benign thing to block and one that we could really use.

    Great that it's finally been done. An epic wait.

    I'll report back here with any issues.


  • Christian Arnott commented
    October 05, 2017 12:18

    This is a decent step but I would like to restrict access to journals given that they can really mess things up!! A dual full access to sales and purchasing only would seem logical to me

  • Admin
    Natasha Chryssafi commented
    October 05, 2017 12:42

    Hi All

    Please can you create a new Canvass entry for any further suggestions post today's release as this one is now marked as "Complete".



  • Steve Taylor commented
    October 05, 2017 13:17

    Hi Natasha,

    I've waited over two years for the ability for secondary users to be able to copy template estimates, and copy estimates to invoices.

    I think that rather than "patting yourselves on the back" at KF, a degree of contrition towards several hundred users over the time it has taken to implement this would be nice to see. At the very least, I'd politely suggest that leaving this "open for comment" would allow you to see how it is received.

    I must be honest and say that I'd be worried that any new request on this matter may not be dealt with for a similar length of time.

    Given the volume of people waiting, and being in the market research business, I don't know whether you may have considered asking your users what they wanted from this feature?

    I am happy that my team can now get on with things without me needing to be involved, but the decision to not allow Sales people to add projects seems silly. You've clearly built the mechanisms to manage this now, so I cannot imagine that it's a complex step to make this one change?

    The comment above about access to journals seems to be very important too.




  • Admin
    Natasha Chryssafi commented
    October 05, 2017 13:22

    Hey Steve

    Thanks for the feedback.  I definitely want to leave this thread open for comments, however one must relate back to the original request which has now been fulfilled.

    Please can I suggest you create a new entry to suggest that Sales have the ability to copy templates (also please can you give some step by step instructions on how you do this in the master admin account).  Canvass users can then vote on this suggestion for future inclusion.



  • Steve Taylor commented
    October 05, 2017 13:31

    Thanks Natasha!

    I have just added it now. Thanks for allowing people to continue to comment here and clarifying the position too.


  • Anonymous commented
    October 31, 2017 15:58

    I am taking on another member of staff and have been looking at setting her up with limited access on Kashflow.  However, the basic role which is fine, still allows her to access the financial reports, especially Profit and Loss.  I do not want other staff to be able to access this information.

  • J Narain commented
    November 10, 2017 10:40

    For those who don't know the basic users have access to very sensitive information like how much was spent on wages  and entertainment!. I am having to move accounting software because of this.