Mifumo

Team, roles and permissions

Add users, give each one a role per company, build your own roles with the permission grid, work together with mentions, and import or export spreadsheets.

Everyone who signs in to your Mifumo account is a user. Each user gets a role in each company, so the same person can be an Admin in one company and a Viewer in another. Managing users and roles needs the Admin role.

Getting started

  1. Open Settings, then Users.
  2. Add each colleague with Add a user and give them a built-in role.
  3. If the built-in roles do not fit, open Roles and approvals and create your own role with the permission grid.
  4. On the same page, tick the documents that need a second person to approve them.
  5. Ask everyone to turn on two-factor sign-in under their own account settings. See /help/security.

How to

Add a user

  1. Open Settings, then Users.
  2. Click Add a user.
  3. Enter the Name and Email.
  4. Choose their role in this company.
  5. Click the + button (Add user).

They get an email with a link to choose their own password. It works once and expires after 7 days. If email is not set up, the link is shown on the page once: copy it and send it to them privately. Only an Admin can give someone the Admin role.

Give someone access to another company

  1. Switch to the other company. Click your name in the top right corner and pick it under Switch company.
  2. Open Settings, then Users. Everyone in your account is listed, with No access for people not yet in this company.
  3. Click Change next to the person.
  4. Choose their role in this company and click Save.

Change a role, reset a password or lock someone out

  1. Open Settings, then Users.
  2. Click Change next to the person.
  3. Pick a new role, or No access to remove them from this company.
  4. Untick Can log in to lock them out of every company.
  5. Tick Reset password to give them a temporary password, or Reset two-factor (lost phone) if they lost their phone.
  6. Click Save.

To remove someone completely, click Delete user. If they never used the account they are deleted. Otherwise they are locked out and their history is kept.

Create a custom role

  1. Open Settings, then Roles and approvals.
  2. Under New role, enter a Role name, for example Finance clerk.
  3. In the grid, tick what the role may do in each section. The columns are View own, View others, Create, Edit, Approve, Post, Void, Delete, Import, Export and Set up. Import lets the person bring records in from a spreadsheet; Export lets them download a list or report as a file. Reports only have a view tick. Tick a column heading to tick it for every section.
  4. Choose a Stock measure: Quantity & Value, Quantity only or Value only.
  5. Click Create role.
  6. Give the role to people on the Users page.

A section only offers the actions it really has, so some boxes show a dot instead. To change a role later, open it under Your roles, change the ticks and click Save.

To start from a built-in role, open it under Built-in roles to see its ticks (where your account has this) and click Copy as a new role. The new role form fills in with the same ticks and a name like "Accountant (copy)". Change what you need and click Create role. Built-in roles themselves can't be changed.

Limit someone to their own records

  1. Open the role under Your roles on Roles and approvals.
  2. On the sections you want to limit, tick View own and leave View others empty.
  3. Click Save.

People with that role then only see the records they created in those sections: lists, documents, prints and dashboard figures. They cannot change anyone else's records. A dot under View own means that list does not record who created each item, so it is all or nothing: use View others.

Turn on approvals

  1. Open Settings, then Roles and approvals.
  2. Under Approval flow, tick each document that needs approval before it posts, such as invoices, customer receipts, supplier bills, supplier payments, purchase orders or manual journals.
  3. Click Save approval settings.

People who cannot approve now submit these documents. An approver (Admin, Manager or any role with Approve) posts them or sends them back with a reason. Approvers post directly, and nobody approves their own request. More in /help/approvals.

Approve or send back a document

  1. Open Mentions and approvals in the menu, then the Approvals tab.
  2. Under Waiting, open Details to check what was entered.
  3. Click Approve and post, or enter a Reason and click Send back.

The person who submitted it is told in Mentions. The Decided tab shows every approval, send-back and withdrawal, with who decided and why. If you submitted something by mistake, you can Withdraw it while it waits.

Talk about a document with @mentions

  1. Open any document, such as an invoice or a bill.
  2. Scroll to Chatter at the bottom.
  3. Write a message and type @ to tag a colleague. Use Attach files to add a file.
  4. Click Post.

The colleague sees it under Mentions and approvals, on the Mentions tab. To start a conversation that is not about a document, click New conversation there and tag at least one colleague. If your company has Skai, the AI assistant, the button and the message box glow softly to show it is there: tag @Skai (or click the sparkle beside @) to ask it about your books.

Choose which notifications reach you by email

  1. Click the bell at the top of the page, then See all notifications and email choices.
  2. Under Email me, tick what you want by email: Mentions and Skai, Approvals and, for law firms, Court diary.
  3. Click Save.

Every notification also stays on the Notifications page. Click Mark all as read to clear them. Payslips and leave decisions always come by email too.

Import from a spreadsheet

  1. Open the list you want to fill, for example Employees, Products and services, fixed assets or properties.
  2. Click Import.
  3. Click Download the template (CSV) or Excel template, and fill it in.
  4. Choose your file under CSV or Excel file and click Check the file.
  5. Check the preview. Rows with problems are listed, and you can Download the rows to fix.
  6. Click Import with the number of ready rows, for example Import 40 rows.

Large files are saved in the background. Reload the page to see when it is done. If something went wrong, many imports can be removed again with Undo this import.

Export a list

  1. Open the list, such as employees, products and services, assets, properties, leases or animals.
  2. Click Export.
  3. Choose CSV, Excel or PDF.

The export follows the filters and sort order on screen. Exporting needs the View permission on that section.

Settings

On the Users and Roles and approvals pages, reached from Settings.

Questions

Can one person have different roles in different companies?

Yes. Roles are set per company. Switch to each company and set the role on its Users page.

Why can't I see the Users page?

You need the Admin role, or a custom role with Set up on Users. Ask an Admin in your company.

Can I approve my own invoice?

No. Nobody approves their own request. Only the account owner can, and it is recorded as an override.

A custom role says "made before the role grid". What does that mean?

It was created with the older settings. It keeps working as before. Open it and click Save to move it onto the grid.

Is there a record of who did what?

Yes. Mifumo records sign-ins, approvals and changes with who and when. Each approval is kept on the Decided tab, and every void needs a reason. Contact Mifumo if you need the full trail for an investigation.

Someone lost their phone and cannot sign in. What do I do?

An Admin opens Users, clicks Change next to them, ticks Reset two-factor (lost phone) and clicks Save.

Help guides