Three roles cover a workspace. Admins manage the workspace: connections, seats, approval rules, and settings. Approvers do the daily work: review, edit, approve, decline, and reassign prepared actions. Viewers see actions and the audit trail without approval rights, which fits accountants, new hires learning the ropes, and anyone who needs oversight without authority.
Access can be scoped per tool, so the bookkeeper's seat sees QuickBooks actions without reading sales threads, and a rep sees their accounts without the company's finances. Deactivating a seat revokes its access in one click and reassigns its pending actions.
A working default for a five-person team: owner and ops lead as admins, sales and finance staff as approvers scoped to their tools, the external bookkeeper as a viewer. Combine with approval rules so High-risk actions route to a named person, and the queue divides itself. Seats are added and removed from settings as the team changes; see pricing for how seats bill per plan.