Users and roles

Anyone with a TaxStar account can create an entity, and creating one makes you its Admin. The other three roles only ever arrive by invitation from someone who already has access.

The two rows that matter most are the last two. Everything else an Editor does is what an Admin does — inviting people and removing them included — but an Editor can never make someone an Admin, change an Admin's role, remove an Admin, or delete the entity. That is what stops control of an entity being handed on, or taken away, by someone who was merely given access to it.

These rules are applied to every request, not only to the buttons. Where your role does not allow something, the screen still shows it — switched off, with a note naming the role that can — so you can see the feature exists and know who to ask rather than wondering where it went.

The first Admin is whoever created the entity. There is no separate step to become one — creating the company makes you its Admin, and with it comes full access to entity details, the ERP connection, PINT Mapping, tax codes, invoices and people.

Anything involving another Admin is the Admin's alone: only an Admin can promote someone to Admin, change an Admin's role, or remove one. Deleting the entity is Admin-only for the same reason. An Admin also inherits every action the other roles have, so nothing on the entity is ever blocked on someone else being available.

An entity can have as many Editors as it needs. An Editor works on the entity exactly as the Admin does — connecting the ERP, completing the mapping, configuring tax codes, filling in staged invoices, approving, and inviting or removing people — with one boundary: an Editor cannot make, change or remove an Admin, and cannot delete the entity. When an Editor invites someone, the roles offered are Editor, Approver and Viewer.

An Editor must already have an account on TaxStar. Invite them by email, they receive an invitation link, and they have access to the entity once they accept it — not before.

Where your finance process needs a second pair of eyes, the entity can require invoices to be approved before they go to the Peppol network. Approvers are the people who give that approval, and an entity can have several of them. They are invited by an Admin or an Editor through the same email invitation, and the same acceptance step applies.

That list is deliberately the whole of it. An Approver can read the entity but change nothing else about it — not the TRN, not the connection, not the mapping, not the tax codes — and cannot send, email or upload an invoice either. The role is to decide, not to operate, which is what makes it safe to give to someone outside the finance team whose only job is to say yes or no.

A Viewer sees what an Admin sees and changes none of it: the invoice list and each invoice's detail, the reports, the connection, the mapping, the tax codes, and who has access. Every control that would change something is switched off for them.

It is the right role for an auditor, an external bookkeeper, or a colleague who needs to answer questions about what was filed without being able to alter it. A Viewer cannot approve invoices — if the person is meant to sign off, they need Approver.

The flow is the same for every role, and it always ends with the invited person agreeing to it:

1. An Admin or an Editor invites someone by email and picks their role — Editor, Approver or Viewer.
2. The invited person needs an account on TaxStar — the invitation is tied to their email.
3. They receive an invitation link.
4. They accept it. Until they do, they appear as invited and can see nothing of the entity.
5. On acceptance they get exactly the access their role carries, on that entity only.

A role can be changed later, and access can be taken away, from the same place it was granted. Both take effect immediately.

Approval is one of the two points where a person steps into an otherwise automatic flow; the other is a staged invoice. Both are on Sending invoices. The entity itself, and the details it is created with, are on Set up your account.