Quick answer
Every user in your firm has one of four roles: partner, senior, junior or assistant. The role decides what they can do on a job. Partners can do everything; seniors do the work and archive jobs; juniors set up and do the work; assistants set jobs up and hand over.
The four roles
What | Partner | Senior | Junior | Assistant |
Set a job up: create clients and jobs, enter details, upload and remove files | Yes | Yes | Yes | Yes |
Do the work: run steps, record decisions and adjustments, record call notes, sign off | Yes | Yes | Yes | No |
Archive or delete a job | Yes | Yes | No | No |
Firm admin: edit house style and learning, assign roles, set firm-wide policies, send invitations | Yes | No | No | No |
Record a "proceed anyway" option | Yes | Yes | No | No |
The last row matters on the decision cards. Some options skip a check rather than do the work: accepting a flagged difference with a reason, continuing without evidence, proceeding past a records score below the agreed level, dismissing a missing record, or the testing sign-off on a cold review job. Only a senior or partner can record those. A junior still sees the option, but in place of the control the card shows the line "A senior or partner can record this override." See When a note or a reason is required, and the "proceed anyway" options.
The second review
AllDone keeps a note of who did the work on every job from the audit trail. If a junior ran steps or recorded decisions and no senior or partner has worked on the job yet, the job hub shows a banner: "Second review recommended." It names the senior allocated on the planning schedule as the suggested reviewer. The banner is a recommendation, not a lock; it stands down once a senior or partner works on the job or a self-review decision is recorded. See Second review and sign-off.
What an assistant sees
An assistant works from the same four stages but with the accounting content removed. The job menu shows Overview, Files and Details; Documents, Communication, Working papers and Audit trail are hidden. Each stage panel lists the setup tasks: check the details, upload the records when they arrive, chase open client queries and download the Extra Work Order. On the Users page an assistant sees only their own row. See Setting jobs up as an assistant.
Managing roles
Roles are managed under Settings, on the Users tab. You can change the role of, or remove, a user at or below your own rank, and you can only assign roles up to your own rank: a senior cannot make someone a partner. "Remove" disables the account; the person can no longer sign in, but their history and every decision they recorded stay on the audit trail, and the account can be re-enabled. Invitations are sent by a partner. See Users, roles and invitations.
If something looks wrong
"Your role does not have permission for this action." The action needs a capability your role lacks. Ask a partner to act, or to change your role on the Users tab.
A button you expect is missing. The screen hides controls your role cannot use; the rule above says which. See I cannot see a button or I get "not allowed".
Related