Question: "How can I customize permissions for specific team members or grant manager-level access to only certain entities without changing a user's global account role?"
Custom Roles
How do I create and manage global Custom Roles?
By default, FloQast has six user roles: Admin, Sys Admin, Manager, Advanced User, Ops User, and Auditor. More information on these roles can be found here.
Additionally, Admins and Sys Admins in FloQast can create Custom Roles to suit their team's specific needs. Permissions can be added or removed from the Manager and Advanced User roles to create these custom roles. The permissions that can be added or removed from a role to create a Custom Role depend on the base role selected.
If the Manager role is the base role, the following permissions can be edited for a custom role:
- Add the ability to add, remove, and change other team members’ roles in FloQast
- Remove the ability to add and delete folders from the folders tab
- Remove the ability to view or edit the trial balance.
- Remove the ability to modify Reconciliation settings, such as Fixed Balance, Auto Signoff, Reconciliation thresholds, and Tags
If the Advanced User role is the base role, the following permissions can be edited:
- Add the ability to add or edit recurring Checklist items via inline editing
- Remove the ability to view or edit the trial balance
Any combination of these permissions can be added or removed from the Base Role to create a new Custom Role.
Admins and Sys Admins can create a Custom Role from the Roles tab in the Admin Settings.
First, you will select the role type (1), then the base role will need to be selected (2). The permissions that can be customized are dependent on the Base Role (Advanced User or Manger) selected as outlined above. Then, you will need to add a Role Name (3) and a Role Description (4).
After that, your new role will appear in the roles list, you can click into a role then select Edit Role to change the permissions for this Custom Role.
From there, you will be able to check or uncheck the permissions you would like to remove or add.
After that, you can save changes, and your role will be ready to use!
Once a Custom Role has been created, it can be assigned to users from the Team Members Settings page.
After a Custom Role has been created, you can edit it by clicking on it from the Roles tab and then clicking Edit Role, as you did when changing the permissions initially. From the Roles Settings page, you can view all your team's Custom Roles, along with their creation and last edit details.
Managing Entity Roles
How do I elevate user permissions for specific entities?
Historically, user roles in FloQast are applied across every entity an individual user can access. Now, Admins and Sys Admins can elevate any user with an Advanced User Account Role up to a Manager Role on a per-entity basis. This guide will walk you through the ins and outs of Entity Roles. If you have any questions, feel free to contact your ASM or reach out to support@floqast.com.
Elevating Entity Roles
Admin and Sys Admin Users will need to navigate to the Admin Settings (1) then Team Members page (2) in order to view or set Entity Roles.
Clicking on the entities count for anyone with an Account Role of ‘Advanced User’ will present an additional column for ‘Entity Role’ in the Manage Workspace Slider.
This dropdown can be used to elevate the selected user’s permissions to ‘Manager’ on a per-entity basis.
When making a change to this selection, keep in mind that this entity role will only be respected on Checklists, Reconciliations, Folders, and Notes. This means that the user will not have manager-level access to other parts of the app, such as Admin Settings, Dashboards, Analytics, and Variance Analysis.
Note: Changing the user’s overall Account Role on the Team Members page from Advanced User to any other role will result in clearing any individual Entity Roles.
Using Entity Roles
The next time the user logs into FloQast, they will have Manager-level access to the Checklist and Reconciliation parts of the app for the entities in which they have the Manager Entity Role.
This will allow them to perform the following actions:
Folders Tab
- Add Folder via Subnavigation
- Delete Folder via Subnavigation
- Lock/Unlock Folders
Checklist Tab
- Add/Edit/Delete Recurring Checklist Items
- Bulk Reassign
- Delete Documents
- Delete Review Notes
Reconciliations Tab
- Add/Edit/Delete Reconciliations (and Rec Groups)
- Bulk Reassign
- Bulk Edit Auto Sign-Off Settings
- Delete Review Notes
For more information about FloQast’s user roles and permissions, please refer to the complete guide linked here.
Reporting
Changes made to a user’s Entity Role are tracked within the Audit Report. This can be found in Admin Settings > Reports.
Custom Roles by Entity
How do I apply Custom Roles to specific entities?
Custom Roles by Entity allows system administrators to apply specialized, tailored permission sets to a user for specific entities rather than changing their global access across the entire organization. This feature bridges the gap between global account management and granular operational control, making it easy to grant precise access where it is needed most.
Historically, user permissions in FloQast applied universally to every entity a user could access. While Admins and Sys Admins have been able to elevate an Advanced User to a standard Manager role on a per-entity basis, you can now assign previously created Custom Roles from the same per-entity dropdown menu. These custom permissions will apply directly to the Checklist and Reconciliations tabs within the Close module for that designated entity.
To assign a Custom Role to a user for a specific entity, follow these steps:
- Navigate to Admin Settings and select the Team Members page.
- Locate the employee you want to modify.
- Ensure their global Account Role is set to Advanced User.
Note: If a team member's Account Role is set to Administrator, you will not be able to set up custom roles by entity.
With the user’s role upgraded to Advance User, you will be able to customize their role for each entity. Click on the blue Entities count link under the Workspace Access column for that user. This opens the Within the manage workspace panel
In the Manage Workspace panel:
- Locate the specific entity you wish to update and click the dropdown menu under the Entity Role column. The default setting with be Advanced User, but you can customize from there to a Base or Custom Role.
- Select the desired Base or Custom Role
- Click Done at the bottom of the slider to save your changes.
Note: Custom Entity Roles apply only to Checklists, Reconciliations, Folders, and Notes. They do not grant manager-level access to other areas like Admin Settings, Dashboards, Analytics, or Variance Analysis. Changing a user's global Account Role will remove any assigned Entity Roles.
If you have any questions about using Custom Roles in your FloQast, please reach out to support@floqast.com or your Accounting Success Manager.