Role-Based Access Control in XLReporting

Johan Smith

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Role-Based Access Control in XLReporting: Secure, flexible, and practical

In this blog, we introduce our user role system, also known as Role-Based Access Control (RBAC).

This system allows your user to indicate what they are allowed to do in the system and what they are allowed to see. That sounds complex, but we're here to explain why you'd like to have this feature.

What are user roles in XLReporting?

With a user role, you can set what a user can access and do on the platform. It controls:

• Which parts of the system are available to them
• What actions can they take (like view, edit, import, or share)
• What data can they see, filtered by company, cost centre, account groups, and more
• User roles can be adjusted to fit the specific responsibilities of each team member

Permissions: What can a user do?

Each role is assigned permissions that determine access to specific features. You decide whether someone can:

• View or share dashboards
• Run or edit reports
• Enter planning data
• Import bookkeeping information
• Manage data models or objects

This way, everyone has access to what they need, and nothing more. It keeps the workspace secure and easy to manage.

Filters: What can a user see?

In addition to feature access, roles also filter which data someone sees. For instance:

• A user might only see data for one company
• Department heads can be limited to their cost centre
• Project leads might only access the data for specific projects

Some of our clients take it a step further by assigning visibility to specific account ranges. Sales teams work with revenue and cost-of-sales accounts. At the same time, HR focuses on personnel costs.

Combine roles to match your structure

It is possible to assign more than one role to a user. One role might define what they can do, while another limits what they see. For example:

• A planner can update forecast data
• A department filter ensures they only see data from their business unit

This makes the system flexible enough to adapt to any structure.

Built-in roles to get started

XLReporting includes five standard roles:

• Define: Full access to define and manage everything
• Manage: Can update data, run reports, forecast, and add users
• Planning: Can enter planning data and view reports/models
• Report: Can view reports
• View: Can view reports and models, but cannot edit

You can use these or edit them.

RBAC is one of the standard functionalities in enterprise CPM systems. But these often adhere to standard system roles. In standard software, you also see these roles, but they are pre-programmed user roles that you cannot change.

XLReporting provides the structure of predefined roles, along with the flexibility to adjust or extend them to meet your specific needs.

Real-world examples

A few examples that show how this works in practice:

• A school director with a View role and only sees the budget for their school.
• A project manager with a Planning role with a filter for specific projects they manage.
• A board member has access to dashboards only, avoiding the need for PDF reports.
• A theatre budget holder can edit forecast data, but only for selected cost accounts.
• A restaurant manager in a large chain sees just the sales and wage reports for their location.
• Some users are given a streamlined role with only essential reports and models, keeping their experience simple and focused.

Conclusion

Role-Based Access Control in XLReporting isn't just about restricting access. It's about giving teams exactly what they need, without more or less. You stay in control, reduce risk, and maintain a clear and efficient reporting environment.

Master financial uncertainty with XLReporting

To truly stay in control of uncertainty, you need the right software. XLReporting offers Lean CPM software with automated reporting, forecasting, and consolidation. Replace spreadsheets with reliable data and gain more time for analysis and advice.

✔️ Identify risks and opportunities faster

✔️ Build flexibility into your planning

✔️ Make better-informed decisions

XLReporting is designed for organizations that value simplicity, control, and scalability. The platform is unique as it is fully Dutch in origin, developed from real-world experience in both finance and IT. XLReporting offers an integrated solution for reporting, budgeting, forecasting, and consolidation, without the complexity of traditional enterprise platforms.

Easily connect XLReporting with accounting systems such as Exact, Twinfield, Visma, Xero, or QuickBooks, as well as over 40 other systems. This way, you always work with up-to-date figures.

You can get started quickly, expand step by step, and manage the configuration yourself. In addition, you’ll receive support from a team that understands finance and works with you to tailor the platform to your needs.

Want to know if XLReporting Lean CPM software is right for your organization? Contact us, schedule a free demo, or read more on our website.

Curious to see how mature your organization already is in reporting, budgeting, and consolidation? Take the free Quick Scan and receive personal feedback with concrete improvement points.

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Role-Based Access Control in XLReporting
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