welcome to Evolution Cloud accounting training videos hi I may've your artificial intelligence video educator

in today's video we will show you how to setup and manage user access in Hub duck

Hub duck allows businesses administrators to invite users and control their level of access to the

application so they can control who can view publish and modify uploaded documents making sure the confidentiality of the business

source documents is maintained at all times Hub docs users are also required to setup

two-factor authentication as an extra layer of security to access the application in this video The

Hub doc Education team will step you through how to invite users to HUB duck assign

them to the correct user roles and set them up with two-factor authentication are finally they will provide you

with a detailed overview of each user role let's get started but you don't want a

hot dog allows you to invite users with custom permissions to your organization so you can

manage who is able to access submit view code and publish your documents an important step

to ensure your sensitive data remain secure to add a user with custom permissions go to the hub

doc organization you want to add a user to and click the gear icon icon then

select the users Tab and click invite a user enter the users email address and select

the user role you wish them to have upload only standard or accountant bookkeeper then

adjust permissions if applicable click send invite an email will then be sent to that address prompting them

to create a hub doc account once their account is created they will be able to

access the businesses Hub doc organization with the permissions you granted permissions can be modified for

existing small business users to ensure that each user has the appropriate level of access to the hub doc

organization to modify a user's permissions click the gear icon and select the users tab click

the ellipses icon beside the user you'd like to update permissions for then select manage permissions select the desired

user role and modify the permissions as necessary then click save changes there are some

exceptions where collaborators permissions cannot be changed existing users who have been previously added to a hub doc organization

as a collaborator cannot have their permissions modified if they are using a hub doc partner account

which is an account for accounting and bookkeeping practices are paying for their own Hub

doc organization or other Hub doc organizations or they have documents Integrations or connection setup in their own Hub

doc organization if a user meets any of these criteria their user permissions cannot be changed modified they can either

remain as users with complete access to the organization or have their access entirely revoked with small business permissions

business owners can now specify the roles and permissions for each user who has access to their

Hub doc organization there are three types of user rules upload only standard and accountant bookkeeper

the upload only user role is ideal for people who only need to submit Source documents

but should not be able to see bank statements or other confidential documents and hub doc such as a staff

member at a small business who needs to hand in bills and receipts users given the upload only world will

be able to upload documents to the businesses Hub doc organization and view only the documents that they

have uploaded and not documents uploaded by other users or fetch the automated connections they also

be granted the permission to publish the documents they've uploaded to the businesses general ledger the standard

user role is ideal for people who need to upload and see all of the

organization's documents users given the standard rule will be able to upload documents to the businesses have doc organization

view all documents and manage the organization settings additionally users can be granted the permissions to publish documents to

the organization's general ledger manage automated connections and manage other users standard users can also be granted

read-only status provokes all permissions except the ability to view all of the organization's documents for example this

type of role would be ideal for Auditors or for those who only need to access the organization's documents

the accountant bookkeeper user role is ideal for administrators accountants bookkeepers and or advisors who require full access

and capabilities within the businesses Hub doc organization this role is not customizable users given the account

in bookkeeper role will be able to upload documents view all documents published documents to the

businesses general ledger manage automated connections manage other users and manage organization settings if you are a small

business inviting your accountant or bookkeeper we strongly suggest that you grant them this role this ensures that

they can link your organization to their practice and how dock two-factor authentication or two

fa adds an extra layer of security to your Hub doc organization it prevents unwanted parties

from accessing your sensitive information even if they know your password when two fa is enabled Hub doc will

require you to use to authentication codes to access your account the first is your password the second is a

verification code that is only accessible from your mobile device to if a can only be set up by the

account holder and we recommend that every user enables two-factor authentication on their account to setup two-factor authentication login

to your Hub doc organization click the gear icon and select the profile and security tab scroll down to

the two-factor authentication section and click setup two-factor authentication to continue you will need an application on your mobile device

to get to fa codes when prompted recommend Google Authenticator Microsoft authenticator or 1password a recovery

key will be displayed your recovery key is like a second password if you lose the mobile

device you selected to validate your identity your recovery key will allow you to access your hubcap

account so make sure you record it scan the barcode image using the free authenticator application this

will establish the link between your Hub doc account and your mobile device complete the setup process

by entering the 2fa code from your device next time you log into Hub doc you'll be prompted to enter

a verification code select remember this device for 30 days if you trust the device

you are using and do not want to enter a verification code every time you log in by following the

security best practices recommended in this course you can feel confident that only the right people

have access to your Hub doc organization and that your documents and data are secure thank you for watching if

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