Access Management

Q1. What type of limitations can be set for an admin?

• Turning on access to "Organization" under "Organization Permissions" provides admins with the ability to edit information about the organization.

• Turning on User Management provides the ability to edit the rights of other users, and to add new users.

Q2. How can I create a custom user?

• Select Custom User as the user role in user management.

• Adjust the individual activity permissions for the custom user.

• Choose between Admin, Preparer, or Member permissions for the user.

Q3. What can users with member access for Invoices (AR)/Bills (AP) do?

• Users will be able to see all invoice data and create invoice drafts. They can submit the drafts for approval to the admins of the organization.

Q4. How can I edit a user's permission settings?

• You can edit permissions for a user via the sidebar on a user's profile.

Q5. What is a Super Admin in Juan?

• In each organization, there can only be 1 Super Admin. This is usually the account that created the organization.

• By default, Super Admins have permissions for all activities on Juan. They also have access to all Organization permissions, which include Organization and User Management permissions.

  

Q6. What are some default permissions for an admin user?

• Admins are similar to Super Admins, and by default will have admin permissions for all activities.

• Super Admins can set Organization Permissions for Admins, however, Admins cannot change the permissions that have been previously set.

• Note: If Organization and User Management permissions were disabled for the Admin user, those sections will be inaccessible.

Q7. What does it mean to be a preparer or a member as a custom user?

In Juan,

1. Preparers can:

   • View all transactions

   • Create and submit all drafts for approval

2. Members can:

   • View and access their own transactions

   • Create and submit their own drafts for approval.

Q8. Are there limits on the number of users or roles in Juan?

• Yes, limits depend on your plan:

  • Free: Up to 5 users (all roles)

  • Essentials: Unlimited admin users, up to 10 custom users

  • Growth: No limits

• For the latest information on the different plans, please refer to www.juan.ac/pricing.

Q9. Once a user is deleted, can they still log in via mobile?

• User deletion happens across all platforms. If a user is deleted via the web interface, this will carry over to the mobile application as well.

Q10. Can I add temporary members into my organization?

• Yes. Timed User Access lets you set an end date and time for a user’s access to your organization. This is ideal for temporary roles.

Q11. Does timed access count toward my subscription plan limit?

• Yes. Users with timed access are included in your plan’s total member limit for the duration of their access.

Q12: Where can I view the access expiry?

• A tooltip showing the expiry will appear next to the user’s join date.

Q13: What happens when access expires?

• The user’s access is automatically removed from the organization.

Q14: Can I edit the access time limit?

• Yes. You can update or remove the access time limit anytime before it expires.