Six roles, assigned per company
In ZepDesk the rights are set at every single function, for reading as well as writing. Without the role, a person gets the data neither in the interface nor through the API. A person can hold several roles in one company, and different ones in each company.
- Muster Holding GmbH
- Muster Technik GmbH
- Muster Service GmbH
Each person signs in once. The company switcher lists the companies in which they have a role.
| Person | Muster Holding GmbH | Muster Technik GmbH | Muster Service GmbH |
|---|---|---|---|
| Managing director | Administration | Read-only | Read-only |
| Bookkeeper of Technik | no role | Accounting | no role |
| Tax firm | Tax Read-only | Tax Read-only | Tax Read-only |
| Employee of Service | no role | no role | Employee |
- Administration
- Sees everything in the company, including users, subscription and the change log.
- Does everything, including inviting users, assigning roles, creating API keys and requesting or accepting a fiscal unity.
- Accounting
- Sees invoices, receipts, bank, bookings, open items, accounts and the BWA.
- Does post and reverse entries, assign receipts, reconcile the bank, write invoices, book accruals, provisions and depreciation, lock periods, DATEV export.
- Not included VAT returns, annual accounts and tax returns.
- Sales
- Sees customers, quotes, invoices, delivery notes and purchasing.
- Does maintain customers, write quotes, invoices, credit notes and delivery notes.
- Not included receipts, bank and bookings.
- Tax
- Sees VAT returns, ELSTER, annual accounts, cash-basis accounts, corporate and trade tax and BWA.
- Does prepare, check and approve filings, draw up the annual accounts, generate the disclosure file, DATEV export.
- Not included invoices, receipts, bank transactions and bookings; for those add Read-only or Accounting.
- Read-only
- Sees everything in the company, including users, subscription and the change log.
- Does nothing, apart from own settings and support requests.
- Employee
- Sees nothing of the company.
- The role is meant for a plugin to show employees their own payslip. No such view exists yet.
Which roles your tax firm needs to prepare filings and annual accounts, or to post entries itself, is described on the page for tax firms.
Traceable, even months later
Where several people work, there need to be traces. In ZepDesk every change stays visible without anyone having to keep logs.
Who changed what and when, with the previous and new value, filterable and exportable as CSV. Administration and Read-only may view it.
Posted entries and documents do not disappear. Corrections run as a reversal that references the original, as the GoBD require.
With the ZepDesk Workflow plugin, transactions go through an approval according to your rules, with deputies. The decision is recorded with person and time.
In the event of a fault, a security incident or on your instruction, our operations team can access your instance without asking for your approval each time (privacy policy, section 7a.3). Anyone who signs in as a user in the process states a reason, and the sign-in is logged on our side. Information is available from datenschutz@zepdesk.de.
Two-factor sign-in, API keys, the hash chain and retention are covered under Security and GoBD.
Questions about users and roles
All questions and answersDoes each additional user cost money?
No. Users, receipts and entries are unlimited per company. The price depends on the company's legal form, not on the number of people.
Can my tax firm post entries?
If you want, yes: then it gets the Accounting role in addition to Tax. Only Accounting posts accruals, provisions and depreciation; filings and annual accounts are prepared with Tax.
Does the holding see the books of its subsidiaries?
Only people who have a role in the subsidiary itself, for example Read-only. A role in the holding grants no rights in the subsidiary. What flows between the companies through a fiscal unity is described under Holding and group.
Do employees see the payroll?
Not with the Employee role: it sees nothing of the company, including payslips. Today only the Administration works with payroll: Tax and Read-only see the menu item, but the pages of the Payroll plugin do not let them in yet.
What happens when someone leaves the company?
Administration deletes the user. Their assignment to the companies ends immediately, including in the company switcher. The entries in the change log remain.
Can two-factor be enforced?
Not for all users of a company. Each person turns it on in their own profile, with a code by e-mail or from an authenticator app.
Invite your team and tax firm.
Administration invites by e-mail and chooses the roles per company. Sign-in runs centrally through app.zepdesk.de, with no extra cost per user.