Inviting your team

Sending invitations

Only users with the Admin role can invite new team members. Navigate to Settings → Users from the user menu in the top-right corner, then click Invite User.

Enter email and select role

Enter the new team member's email address and select a role from the dropdown. Arvexi sends an invitation email with a secure link to create their account. The invitation includes your organization name so the recipient knows who sent it.

Invitation expiry

Invitations expire after 7 days. If the recipient does not accept within that window, you can resend the invitation from the Users page. Pending invitations appear in a separate tab so you can track who has and has not joined yet.

Bulk invitations

For larger teams, you can invite multiple users at once. Click Bulk Invite and paste a list of email addresses (one per line) or upload a CSV file. All users in a bulk invitation receive the same role, which you can adjust individually after they accept.

Roles and permissions

Arvexi uses a role-based access control model with three built-in roles. Each role defines what a user can see and do across the platform.

Admin

Full access to everything. Admins can invite and remove users, configure organization settings, manage integrations, create and modify reconciliation formats, and access all entities and data. Admins can also change other users' roles and entity assignments.

Typically, your controller or accounting manager holds the Admin role. Limit Admin access to a small number of trusted users because most team members should be Managers or Users.

Manager

Managers can create and edit reconciliation formats, assign profiles, approve reconciliations as a reviewer, and run Arvexi Cortex sweeps. They can view all data within their assigned entities but cannot invite users or modify organization-level settings.

The Manager role is designed for senior accountants, team leads, and supervisors who need to configure workflows and approve work without full administrative access.

User

Users can prepare reconciliations, submit them for review, create journal entries, and import data. They can view data within their assigned entities but cannot create or modify reconciliation formats, run Cortex sweeps, or approve reconciliations as a reviewer.

The User role is the right fit for staff accountants and analysts who perform the day-to-day reconciliation work.

Changing roles

Admins can change a user's role at any time from Settings → Users. Click the user's name to open their profile, then select a new role from the dropdown. The change takes effect immediately, and there is no need for the user to log out and back in.

Entity access

Most organizations manage multiple legal entities, subsidiaries, or business units. Arvexi's entity access controls ensure that each user sees only the data relevant to their responsibilities.

How entity permissions work

Each user can be granted READ or WRITE access to specific entities:

• READ: the user can view reconciliations, reports, and data for this entity but cannot make changes. Useful for auditors, executives, or team members who need visibility without edit access.
• WRITE: the user can create and edit reconciliations, import data, create journal entries, and perform all preparer actions for this entity. Includes READ access.

Users with no access to an entity cannot see it at all. It does not appear in their navigation, search results, or reports. This is a hard boundary, not a filter.

Assigning entity access

Navigate to Settings → Users, click a user's name, and scroll to the Entity Access section. You will see a list of all entities in your organization. Toggle READ or WRITE access for each entity.

For new users, entity access is blank by default. They cannot see any data until an Admin explicitly grants access. This secure-by-default approach prevents accidental data exposure when onboarding new team members.

Multi-entity users

A single user can have access to multiple entities with different permission levels. For example, a regional controller might have WRITE access to three domestic subsidiaries and READ access to two international entities. The platform applies the appropriate permission level in each context automatically.

When a user with multi-entity access opens a report, they see data aggregated across all their entities. Filters let them narrow down to a specific entity when needed.

Preparer/reviewer assignment

Every reconciliation profile requires both a preparer and a reviewer. This two-person model is a core control in the financial close process, and Arvexi enforces it at the platform level.

Assigning in reconciliation profiles

When you create or edit a reconciliation profile (see Your first reconciliation), you select the preparer and reviewer from the list of users who have WRITE access to the profile's entity. Users with only READ access cannot be assigned as preparer or reviewer.

Segregation of duties

Arvexi enforces segregation of duties (SOD): the preparer and reviewer on any given reconciliation profile cannot be the same person. If you attempt to assign the same user to both roles, the platform blocks the assignment and displays an error.

This enforcement is automatic and cannot be overridden, even by Admins. It ensures that every reconciliation goes through an independent review before it is approved, a fundamental internal control that auditors expect to see.

Bulk assignment

For organizations with dozens or hundreds of reconciliation profiles, assigning preparer and reviewer one by one is impractical. The bulk assignment tool lets you select multiple profiles and assign the same preparer, reviewer, or both in a single action.

Navigate to Reconciliation → Reconciliations, select the profiles you want to update using the checkboxes, then click Bulk Assign. Choose the preparer, reviewer, or both, and confirm. The SOD check runs on every profile in the batch. If any assignment would violate segregation of duties, the tool flags those profiles and skips them so you can resolve the conflicts individually.

Reassignment and coverage

When a team member is out of office or leaves the organization, an Admin or Manager can reassign their reconciliation profiles to another user. Navigate to the user's profile in Settings → Users and click Reassign Profiles. This surfaces all profiles where the user is assigned as preparer or reviewer and lets you transfer them to a colleague in bulk.

Reassignment preserves the full history. Audit trails show who was originally assigned and when the reassignment occurred, so there is no gap in accountability.

Best practices

• Assign backup reviewers: designate a secondary reviewer for critical accounts so coverage continues during vacations or unexpected absences.
• Align assignments with entity access: only users with WRITE access to an entity can prepare or review its reconciliations. Grant entity access before assigning profiles.
• Review assignments quarterly: as team members change roles or responsibilities, update their reconciliation assignments to match. Stale assignments lead to bottlenecks during close.
• Use bulk assignment for new periods: when rolling forward to a new close period, bulk assignment makes it easy to replicate or adjust the prior period's assignments across all profiles at once.