Individual user accounts
Every staff member should use an individual Balansix account. Shared credentials undermine permissions and make it impossible to attribute important activity reliably.
When a staff member joins, create the correct user and role. When responsibility changes, update permissions/client access. When access is no longer required, remove or restrict it promptly according to the practice's process.
Multi-factor authentication
Complete the required MFA setup for staff access. One-time codes are personal authentication secrets and should not be shared with colleagues, managers or support.
Roles
Use the role that reflects the user's responsibility: Director, Practice Manager, Manager, Staff or Contractor where appropriate. Role choice should control the default operating view and access to sensitive management functions.
Do not give a broader role merely to solve one missing client assignment. Correct the client/work allocation if that is the real problem.
Client-level access
Where users are intended to work only on allocated clients, maintain the allocation so the person sees the work they need without unnecessarily expanding practice-wide visibility. Review allocations when staff move teams or clients change manager.
Read-only access
Use read-only states where a user needs visibility without authority to change the accounting record or controlled workflow. Read-only is particularly useful for oversight, transition and restricted operational roles.
Accounting and finalisation locks
Reconciliation and finalisation controls protect completed work. If a user cannot edit a locked/finalised area, first determine whether the work is meant to remain controlled rather than trying to bypass the lock.
If a genuine correction is needed, use the practice's controlled correction/reopen route so the change remains distinguishable from the approved position.
Periodic access review
Directors or Practice Managers should periodically review users, roles and client access, and should perform an immediate review when staff leave or change responsibilities.
- Active user list
- Role appropriateness
- Client allocations
- Read-only requirements
- Fee/profitability visibility
- Contractor access