Users & Roles

MonetizeNow uses role-based access control. Every user has one or more roles, and their roles decide which parts of MonetizeNow they can open and what they can change there.

Manage users in Settings → Users & Roles. Only Tenant Admins can invite users or change roles.

How permissions work

• Roles add up. A user with several roles gets everything each of those roles allows. For example, Sales + Billing Read Only can create quotes and view billing information.
• Roles control the menu and the actions. If a role doesn't include an area, that area doesn't appear in the user's menu. If a role can see an area but not change it, the area opens read-only.
• Some access depends on the record, not the role:
  • Quote owners can view and edit their own quotes.
  • Quote approvers can view the quotes they've been asked to approve, whatever their role.
  • Team owners see quotes owned by the members of their teams in the Sales quote list.
  • Collaborators can view or edit a quote when its collaboration access is set to View or Edit.
• Admins see all quotes. Tenant Admin, Sales Admin and Sales Full see every quote in the Sales quote list. Sales Read Only also sees every quote, but can't change them. Everyone else sees their own quotes, plus their team members' quotes if they own a team.
• The account Quotes tab isn't filtered. Roles that can open an account's Quotes tab see every quote on that account.

Roles at a glance

Sales Manager appears in older documentation but isn't available to assign in the app. To let someone see their team's quotes, make them the owner of a team instead.

What each role can do

Legend: ✏️ view and edit · 👁️ view only · — no access

1. Reporting appears only when the Reporting module is enabled for your tenant.
2. Billing roles don't have the Sales menu, but can view quotes from an account's Quotes tab.
3. Billing Admin settings: Billing settings (Dunning, Invoices, Invoice Templates, Pricing, Payments, Revenue, Billing Settings) and the Accounting, Payment Gateway, Tax and Integration Logs integrations.
4. Sales Admin settings: Quoting settings (Deal Room, Emails, Guided Quoting, Quote Blueprints, Quote Settings, Quote Share, Quote Templates), Rules (Approval Rules, Conditional Terms, Record Automation, Validation Rules), and the CRM, eSign, Payment Gateway, Slack and Webhooks integrations.
5. Sales: their own quotes, plus their team members' quotes if they own a team. They can still view any quote from an account's Quotes tab.

Dashboards

Everyone except Reporting-only users sees the Dashboard menu. Which dashboards appear depends on role:

Manage users and roles

Invite a user

1. Go to Settings → Users & Roles and click Invite Users.
2. Enter one or more email addresses. Separate them with commas or new lines.
3. Choose one or more roles, click Apply, then Send.

Invited users show the status Invited until they accept.

Assign or change roles

1. In the users list, click the user's Role dropdown.
2. Check the roles to add and uncheck the roles to remove.
3. Click Apply.

A user with more than one role shows 2 items selected (or more). You can't change your own roles: your row shows them as plain text, so ask another Tenant Admin.

Other user actions

Use the ⋮ menu on a user's row: