Shared workspaces, roles, and approvals
Share a ledger with the people you manage money with, decide what each person may do, and have larger expenses approved before they count.
Workspaces
A workspace is its own ledger, with its own accounts, categories, and members. You can belong to several, for example a personal one and a household one, and switch between them from the workspace menu at the top of the app. Everyone in a workspace sees the same ledger.
Inviting someone
Invitations are links, not emails. Under Members in Settings, pick a role and select Create invite link, then send the link yourself. It works once, for 48 hours, and you can revoke it before then. The person opens it while signed in to FullFi and joins the workspace. Their own workspaces stay as they are.
Roles
- Owner: everything, including deleting the workspace.
- Admin: everything except deleting the workspace.
- Manager: records, plans, changes settings, and approves expenses.
- Accountant: records, reconciles, changes settings, and approves expenses.
- Editor: records transactions and plans budgets and goals.
- Contributor: records transactions and uploads receipts.
- Viewer and Auditor: see everything, change nothing.
What those words cover:
- Recording covers transactions, imports, documents, notes, splits, reconciliations, and wallet syncs.
- Planning covers budgets, goals, reservations, and recurring items.
- Changing settings covers accounts, filing rules, tags, tracked wallets, exchange rates, and workspace settings.
- Only owners and admins invite people, change roles, and download the data export.
An invite can't make someone an owner. Ownership is handed to someone who's already a member, by an owner. A workspace always keeps at least one owner.
Approvals
Under Expense approvals in Settings, you can have larger expenses signed off before they count as settled. You choose a threshold in your base currency and whose expenses need approval (by default, contributors and editors).
- An expense at or above the threshold waits as pending. An expense in another currency is converted at the rate of its day. Without a rate, it waits.
- Owners, admins, managers, and accountants approve. Nobody approves their own expense.
- Approving gives the expense the status it was recorded with. Rejecting cancels it, so it counts nowhere.
Say a contributor records a −250.00 CAD expense and the threshold is 200.00 CAD. It shows as pending, so Realized doesn't count it, until a manager approves it on the Approvals page.
Your share of an account
An account can be shared with someone outside FullFi, such as a joint account. On the account's page, set Your share and how it's owned, from a given day. The ledger still holds the whole account. Your share only changes the "My share" view of your net worth.