Practical guide
How to add users to Totum AI
The owner needs answers. The accountant needs to complete the work. A colleague needs to help with documents. Giving each person access makes those handoffs easier.
Owners and admins can add users from the Users section in Settings. Invitations are created for the selected company, so check the company before you start.
Add a teammate
Sign in as an owner or admin and select the company the teammate should access. Then follow these steps.
- Open Settings and choose Users.
- Select Add user.
- Enter the teammate’s phone number.
- Choose a role from the Role menu: Admin, Accountant, or Viewer.
- Select Add user to submit the invitation.
- Check the Users list for the invitation or the added member.
Choose access to match the job
The invite form offers Admin, Accountant, and Viewer roles. Choose the role appropriate to the person’s responsibilities, then check that they can access the work they need.
Access to a company and permission to approve a particular accounting action are related decisions. Confirm the review responsibilities in the workflow rather than assuming that adding a user assigns every approval to them.
Check whether the invitation arrived
A pending invitation appears in the Users list. Totum also reports whether the invitation message was sent. An invitation can be created even if message delivery fails, so read the result before assuming the teammate has received it.
If delivery fails or the person cannot sign in, confirm the phone number and ask your company owner or admin to review the invitation. Avoid adding a second invitation until you have checked the existing one.
Check company access separately
For a team working across multiple companies, review access for each company. Being part of one company’s workspace should not be treated as access to every entity.
After the teammate joins, ask them to open the intended company and check the relevant work. That simple check catches access problems before an urgent task arrives.
Give the team a clear first workflow
Start with one recurring task and agree who prepares, reviews, and follows up. The accounting write-flow guide explains those handoffs.
For a practical example, read how a hospitality company moves Slack requests into Tally. Teams reviewing more than one set of books can also use the multi-company reconciliation guide.
Get started
Automate your accounting with Totum AI
Entries, invoices, reconciliation, and reports. One workspace for your accounting team.
Start for freeKeep reading
