Managing Access and Permissions for Your Account

Fiable gives your business clear control over who can access your account data. Access is never automatic: users must be explicitly approved, and approved users only see what they need for their role.

This guide explains how access works for your business, what each access state means, and what Account Owners and Team Members are responsible for.

Quick overview

Access is explicit, not automatic — being registered or listed as a contact does not grant access to your account.
Only approved users can view your account data.
Account Owners manage access — they approve users, assign permissions, and remove access when it is no longer needed.
User status is visible on the Team Members page so you can see who is waiting for approval and who has active access.

If someone has completed registration but has not yet been approved, they may be able to sign in to Fiable, but they will not be able to access your business information or act on your behalf.

Roles

There are two primary roles associated with access management for your account.

Role	Description
Account Owner	Has full administrative access to your account. Can approve users, manage permissions, deactivate or reactivate users, and oversee who can access your business information.
Team Member	An approved user who can access your account based on the permissions assigned to them. Team Members do not automatically receive access to all features or data.

There must always be at least one active Account Owner associated with your account.

Access states

Each user connected to your account will appear in one of the following access states.

Status	What it means	What the user can do
PENDING	The user has been invited or added but has not completed registration.	They cannot sign in or access account information.
REGISTERED	The user has completed registration but has not yet been approved by an Account Owner.	They can sign in, but they cannot access your account data.
APPROVED	The user has been reviewed and approved by an Account Owner.	They can access your account according to the permissions assigned to them.
DEACTIVATED	The user previously had access, but access has been removed.	They cannot sign in or access your account.
INACTIVE	The user has not logged in for more than 45 days and their access has been temporarily locked.	They cannot sign in until they complete the reactivation process.
REJECTED	The user requested or attempted access but was not approved.	They cannot access the account unless invited and approved again.

For Account Owners

As an Account Owner, you are responsible for ensuring access to your account is accurate, current, and appropriate. You act as the approval gate for anyone who needs to work on behalf of your business.

Key responsibilities

Review users associated with your account
Approve or reject newly registered users
Assign the correct permissions to each Team Member
Deactivate access when it is no longer needed
Reactivate users when appropriate
Maintain at least one active Account Owner on the account

Permission approach

Permissions should be assigned based on what a user needs to do, not broad convenience. Depending on your account setup, permissions may include access to profile information, requests, attachments, or team management functions.

A good practice is to give each user the least level of access needed to perform their role. This helps reduce the risk of unnecessary exposure to sensitive financial or regulatory information.

Typical actions

Review users in Pending or Registered status on the Team Members page.
Confirm whether each user should be permitted to work on behalf of your business.
Approve the user if appropriate and assign permissions carefully.
Deactivate access promptly if a person changes roles, leaves your business, or no longer requires access.

Example scenarios

Approving a new user: A finance administrator completes registration and appears as Registered. They can sign in, but they cannot access any account data until an Account Owner approves them. Once approved and assigned the right permissions, they can begin working within those limits.

Removing access: A consultant previously helped manage requests for your business, but that work has ended. If you deactivate their access, they can no longer sign in or view your account information.

For Team Members

Your access depends on two things: approval first, permissions second.

What to expect

If you have been invited but have not registered, your status will be Pending.
After registration, your status will change to Registered.
You must then be approved by an Account Owner before you can access account data.
Once approved, your access will depend on the permissions assigned to you.
If your access is removed, your status will change to Deactivated.
If you have not logged in for more than 45 days, you may become Inactive and need to reactivate your access.

If you can sign in but cannot see your business information, you are most likely registered but still waiting for approval from an Account Owner.

Important points

Being named as a contact does not automatically grant access.
Completing registration does not automatically grant access.
Your access may be different from another Team Member’s access.
Your permissions can be changed if your responsibilities change.

If you need additional access, contact your Account Owner.

Good access practices

Practice	Why it matters
Approve only known and appropriate users	Helps prevent accidental or unauthorized access to sensitive business information.
Apply least-privilege permissions	Ensures users only have access to what they need to perform their role.
Review the Team Members list regularly	Keeps access current and helps identify outdated or unnecessary accounts.
Deactivate access promptly when roles change	Protects your business when a person leaves or no longer requires access.

Frequently asked questions Why can I see someone on my Team Members list if they do not have access?

The Team Members list shows users in all states, including Pending and Registered. This helps Account Owners understand who is associated with the account and who is waiting for approval.

Does registering for Fiable automatically give access to my account?

No. Registration alone never grants access. An Account Owner must explicitly approve the user first.

Can all approved users see everything?

No. Approval allows access to the account, but permissions determine what the user can see and do.

What happens if someone has not logged in for a while?

If a user has not logged in for more than 45 days, they may become Inactive as part of a security measure. They must complete the reactivation process before they can sign in again.

Who should I contact if I need access or more permissions?

You should contact your Account Owner, who is responsible for approving access and assigning permissions.