Users & Roles (RBAC)

Last Updated: 2025-12-02 10:48 UTC

Personas: Controller / Billing Admin

What you'll learn

• Understand Plixo's role-based access controls.
• Invite team members and manage seat usage.
• Apply least-privilege practices for sensitive actions.

Step-by-step

1. Review the roles matrix.
   • Navigate to Admin → Users & Roles to see permissions for Admin, Controller, A/R Manager, A/R Operator, Sales, CSM, Legal, Viewer, and Billing Admin roles.
   • Use the matrix to confirm which actions (sending, approvals, policy edits) each role can perform.
2. Invite or deactivate users.
   • Click Invite User, enter their work email, and choose a role. Invites expire after 7 days for security.
   • Deactivate access when teammates leave; their historical activity remains in the audit log.
3. Manage seat limits.
   • The seat tracker shows how many licenses are in use per role. Free up seats by deactivating dormant accounts or contact Plixo to expand capacity.
4. Apply least-privilege controls.
   • Assign the lowest role needed. For example, give Sales the Viewer role with nudge permissions instead of Operator.
   • Use temporary elevated access (e.g., grant Controller for a week) when someone covers vacations and then revert.

Success checks

• Active user list matches your finance and revenue roster.
• Sensitive actions (policy edits, credits) are limited to Controllers and Legal.
• Seat usage stays within contracted limits without blocking new hires.

Common pitfalls

• Sharing accounts. Prohibited for audit reasons--invite individuals instead.
• Leaving former employees active. Set quarterly reminders to review access.
• Granting broad access by default. Start with Viewer and expand only when required.

Related pages

• Next step: Connectors & Data
• Controller Guide
• Audit & Exports