Shared access lets you collaborate with trusted partners, such as bookkeepers, virtual assistants, property managers, and other team members. Collaborators can help manage banking, bookkeeping, and property management tasks within your Baselane Workspace. Shared access is available only with Baselane Smart.
In this article, we will cover
How to Invite a Collaborator
Log in to your Baselane account.
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Within the Baselane Dashboard:
In the upper-right corner, select your name.
From the dropdown menu, select Workspace Settings.
Note: before inviting collaborators, the workspace owner must verify their email address.
Once inside Workspace Settings, select the Members tab.
Click + Invite Collaborator.
Enter the collaborator’s email address.
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Select the collaborator type:
Spouse
Business Partner
Bookkeeper
Property Manager
Assistant
Other
Select continue.
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Choose their access level:
Standard access: Move money, manage cards, and open new virtual accounts, but cannot open accounts for a new entity.
Limited access: View accounts and balances, and tag transactions, but cannot move money, access card details, or make account changes.
Note: More role-based access controls will be coming soon
Click Invite
Managing Collaborators and Invitations
Invitation Status
Invitations appear as Pending until the collaborator accepts the invitation.
Invitations expire after 72 hours.
You may resend or revoke an invitation at any time.
Managing Active Collaborators
As the workspace owner, you can access and manage your collaborators under Workspace Settings:
Edit a collaborator’s access level
Remove a collaborator from your workspace
How Collaborators Sign In and Access Workspaces
Collaborators will receive an email invitation with a link to join.
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Depending on their status:
If collaborators do not have a Baselane account, they will be required to create an account from the email invitation and set a password.
If they already have a Baselane account, the invitation email will prompt them to log in with their existing Baselane credentials, and they will be able to switch between workspaces.
Once signed in, they can navigate to their Baselane Dashboard.
In the upper-right corner, select their name.
View the workspaces they have access to by selecting the Shared Access name.
Collaborator Access Levels
There are two access levels: Standard (Full) and Limited. Both include access to Rent Collection and Bookkeeping, but permissions differ in Banking.
Permissions Overview
| Feature | Standard Access | Limited Access |
|---|---|---|
| Rent Collection (setup, edit, connect accounts, screening) | Yes | Yes |
| Bookkeeping (categorizing, tagging) | Yes | Yes |
| Reporting and Analytics (reports, tax package) | Yes | Yes |
| Banking | ||
| Open bank accounts | No | No |
| Create virtual bank accounts | Yes | No |
| Create virtual cards | Yes | No |
| Connect external accounts | Yes | No |
| View account balance | Yes | Yes |
| Bank statements | Yes | No |
| View full account/card details | Yes | No |
| Move money (transfers, external transfers, recipients) | Yes | No |
| Order checkbooks | Yes | No |
| Send checks | Yes | No |
| Add recipients | Yes | No |
| Account Management | ||
| Edit collaborator details | No | No |
| Leave workspace | Yes | Yes |
| View collaborators | Yes | Yes |
| Invite new collaborators | No | No |
FAQ
Who can use Shared Access?
Shared Access is available for Baselane Smart users
Is there a limit to the number of collaborators?
No. You may invite as many collaborators as you need.
How long do invitations remain valid?
Invitations expire after 72 hours, but they can be resent at any time.
What happens if I cancel my Baselane Smart subscription?
Shared Access will no longer be available once your subscription ends. Your account will return to Baselane Core, which does not include Shared Access. Collaborators will no longer have access to your workspace.
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