People, rights and printed documents

Most companies get by with the five basic roles and the default look of documents. Everything else on this page is tucked away under Settings > More, and if you do not need it you never have to open it.

Basic roles

Under Settings > Users and roles, invite someone by e-mail and pick a role: owner, accountant, invoicing, warehouse, read only. If that is enough, you are done.

Custom roles

A payroll clerk who must not see invoices? A storekeeper for one warehouse only? Add one under Settings > More > Custom roles. For each agenda choose a level: none, read, write and edit own records only, write and edit, or all including delete and cancel. You can start from one of the basic roles.

A role can be limited to chosen warehouses, cash registers, bank accounts, and number series. That person then does not see the others in lists, search, reports, or exports.

Once you have a custom role, it is offered when you invite someone or change a role. A change holds at once, including that person’s API keys and connected apps.

People and their roles, webhooks, the audit log, whole-company export and import, and connected mailboxes always stay with an owner or accountant, whatever a role says.

A role can also be limited to chosen cost centres and go without particular print reports or export types. A sub-role starts from its parent and can only take away. What a role or a person ends up with shows under Effective rights, on the role and in the list of people.

The company’s agendas

Invoicing has thirty tabs, and a sole trader needs five. When you set up a company you tick what you will use, and you can change it at any time under Settings > Agendas. An agenda that is off leaves the tabs, the Add document menu, and the dashboard panels. When nothing is left under a sidebar item, that goes too.

• The starting point comes from the regime: tax records start with a short list, and double-entry books also get assets, payment orders, and internal documents.
• What the law requires of you, such as the accounting books or VAT for a payer, cannot be turned off.
• An agenda that already holds data stays visible even if you turn it off. Nothing gets lost.
• It is only display. The API and MCP work the same as ever, and no data is deleted.
• The ⌘K search finds an agenda that is off and offers a Turn on button. A direct link still works.
• If you would rather not choose, one Show everything switch does it.

Only the owner of the company can change this.

Printed documents

Set the logo, colour, and footer under Settings > More > Printed documents. Below that is the layout: choose a document type and language, move parts up and down, switch off what you do not want, choose columns and their width, and add your own text. The real PDF shows alongside straight away.

This applies to invoices, proformas, credit notes, delivery notes, quotes and orders, reminders, stock documents, protocols, and 80 mm receipts. Parts with a lock are required by law, such as the parties, dates, and VAT breakdown. You can move them but not switch them off. An issued document keeps its PDF. Stock documents and protocols print in Czech, English, German, and French.

Custom reports

The Custom reports tab lets you draw your own variant of a report. Drag elements around the page: a document field, a formula, a barcode, a QR code with your own content or the QR payment, a picture from Documents or stock, a stamp, a chart. A report can have several variants, Compare side by side shows two next to each other, and one can be the default for new documents. Until you choose one, the usual layout prints.

Formulas take fields, numbers, text in quotes, + - * / %, comparisons, and functions such as if, round, sum, and money. Amounts are in hellers; money(document.total - document.vat) prints them in crowns.

The server guards what the law requires. A variant that leaves out or covers a required part is refused, and it says which part and why. Content too long for its box pushes down what stands under it, onto another page if need be. Nothing is cut off.

• Labels: item labels and address labels on a sheet of your own, with columns, rows, sizes, and margins. Print them from the item’s labels, or with the Address label button on a contact.
• Printing together: link another variant, a postal money order, or an address label to a variant. The Print… button on a document makes one PDF of them, and offers printing without them too.
• Postal money order A: values are filled in by Česká pošta’s rules and in the boxes of its dimensioned drawing, 210 × 101.6 mm, with OCR-B type in the boxes and reading zone. It prints on the post’s form. The post tests machine-printed orders on 20 samples before use, and the file number it assigns must be on every order: add it as Text in the frame above the reading zone. Whether it accepts such an order is the post’s decision. We have not printed on paper yet, so print a trial over a form first.

Direct printing to a till printer and official forms do not follow the layout. Reports over your data are separate.

Notifications by e-mail

Each person chooses under Settings, Security which notifications from this company come by e-mail: tasks, deadlines, money and partners, what failed, what finished. New items come together in one e-mail, holding only what that person may see in the bell by their role. The choice holds from when you save it, and older notices stay in the bell. At the start only tasks come.

Through the API

GET /v1/members/me says what the caller may do. /v1/access-roles manages roles, /v1/print-template/layouts/{documentType} layouts, /v1/print-template/variants variants, and /v1/print-template/print printing. Over MCP, a connected assistant sees only the tools the role allows.