TailrideUsers and access
Invite colleagues or accountants and control what they can see and manage in a Tailride workspace.
Tailride has separate Business and Accountant account types, each with its own dashboard. This page focuses on people who access a Business workspace and explains how an external accountant can be linked to it.
Account types and workspace roles
| Access type | Account type | Purpose |
|---|---|---|
| Workspace owner | Business | Owns the Business workspace and has full administrative access |
| Team colleague | Business | Works inside the same Business workspace with configurable permissions |
| Linked accountant | Accountant | Uses a separate Accountant dashboard and opens the Business workspace as a client |
The first account in a Business workspace is the workspace owner, also called the root user in parts of the interface. There is always one owner. Other Business users join as team colleagues and can be edited or removed by the owner.
An accountant is not a Business role
An accountant keeps their separate Accountant account and firm dashboard. Accepting an accountant invitation creates a client-access relationship; it does not convert the accountant into a Business user or add them as a regular colleague.
Inviting someone
Select Invite Users below the Email Sources list on the Dashboard, or open Settings → Accounts and select Invite Users. The invitation window offers two link types:
- Team colleagues: Adds a regular member to the business workspace.
- Accountant: Links a separate Accountant account to the Business workspace and lets the accountant open it from the firm dashboard.
Inviting a colleague
Invitations do not connect a mailbox
The colleague flow requests identity and sign-in access only. It does not authorize Gmail or Microsoft mail scanning, does not create an invoice source, and does not use a connected-source slot. The colleague can connect a mailbox separately through Add source if their role requires it.
Inviting an accountant
Select Accountant in the invitation window before copying the link. The recipient can sign in with an existing Accountant account or create one, then add your Business workspace as a client.
An accepted accountant invitation creates a linked-access entry in the Business workspace's team table. The accountant continues to use the separate firm dashboard and can open the client's Business dashboard with billing/settings access. The View own invoices only restriction does not apply to linked accountant access. A Business workspace can have one connected accountant at a time; disconnect the existing accountant before connecting another.
Invitation link security
Colleague and accountant invitation links expire after 48 hours. Generating the same invitation type again before expiry may return the existing active link; after expiry, Tailride creates a new token.
Anyone who has a valid link can start the join flow, so treat it like a temporary credential:
- send it privately to the intended recipient;
- do not publish it in a shared channel or public document;
- if it expires, open Invite Users and generate another link;
- confirm the new member in Settings → Accounts after they join.
Member permissions
The team table shows a separate toggle for each permission.
| Permission | Effect |
|---|---|
| Dashboard access | Lets the member sign in to, view, and use the business dashboard, including uploading documents |
| Billing access | Shows the Settings tab and allows access to billing and subscription controls |
| View own invoices only | Restricts a colleague to invoices uploaded or collected through their own account |
View own invoices only is available for colleagues, but not for the workspace owner or an accountant connection. When it is off, a colleague with Dashboard access can see the workspace's shared invoice list.
Review permissions after every invitation
Invitation links do not include a permission configuration step. Dashboard access is enabled when a colleague joins, while the initial billing setting can depend on how the account was created or connected. The owner should review Billing access and View own invoices only immediately after the invitation is accepted.
Changing access
- Open Settings → Accounts.
- Find the member in the team table.
- Change Dashboard, Billing, or View own only.
- Tailride saves each toggle immediately and confirms the change.
Only the workspace owner can change another member's permissions. Members cannot change their own permissions or the owner's permissions. Granting Billing access does not let a member change these team-access toggles.
When Dashboard access is revoked, the member can no longer use the workspace dashboard. If the workspace has an active Google Drive destination, Tailride also updates that folder's sharing permission when Dashboard access changes.
Removing a user
The workspace owner can remove a colleague or disconnect a linked accountant from Settings → Accounts:
- Select the delete action on the user's row.
- Confirm the removal.
- Tailride removes that user's access record from the business workspace and attempts to remove their permission from the active Google Drive folder.
The owner cannot remove their own root account. Removing a member from the workspace does not delete that person's separate Tailride identity or unrelated workspaces.
Transferring workspace ownership
The current owner can transfer root access from the Administration area in Settings → Accounts. Eligible verified Google, Microsoft, and email-and-password team accounts appear in the target list.
Ownership transfer changes the primary account
The selected member becomes the workspace's administrative owner and primary email. The previous owner loses administrative privileges. Verify the target email and login method before confirming the transfer.
Users versus email sources
Users control who can enter the workspace. Email sources control which mailboxes Tailride scans for invoices. A Google, Microsoft, or Yahoo identity may appear in both tables, but its user permissions and invoice-extraction status are managed independently.