How to Choose Business Software: A Buyer's Checklist for SMEs
Buying business software for a growing company means weighing more than price. Here is a checklist covering the questions that actually matter.
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Roles & Permissions
Decide exactly who can see and do what.
Give each person a role that matches their job. Choose what every role can see and do in each feature, and share individual projects and documents without changing anyone's access.
- Custom roles for every job
- Permissions for every feature
- Approve, convert and process actions
- Share single projects and documents
- Menus show only what a role can use
Included on every plan, including the free Starter plan.
How It Works
Three ways to control access.
Roles set the baseline for each person. Permissions decide what each role can do in every feature. Sharing opens up a single record when someone needs it.
1
Roles
Every user has one role. Start from the four built in roles or create your own for each job in the business.
2
Permissions for every feature
Turn each action on or off for every feature your workspace uses, from leads and orders to expenses and documents.
3
Share single records
Give a person or a department access to one project, document or folder at view, edit or admin level.
Role Editor
Every feature. Every action.
Permissions are grouped by area, such as Recruitment, Sales & CRM, Finance and People & HR, so a new role takes minutes to set up. The editor only lists the features your workspace has switched on.
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More than view and edit Many features have their own actions, such as approving expenses, converting leads, processing orders or seeing everyone's time.
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Built around each job Create roles such as Wholesale Sales or Roastery Team with exactly the access that job needs.
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Menus that fit the role Features a role cannot view are hidden from that person's menu, so everyone sees a workspace that fits their job.
Built In Roles
Four roles to start from.
Every workspace comes with four roles. Use them as they are, change them to suit your business, or add your own.
Administrator
Locked
Full access to every feature and setting. It cannot be edited or deleted, so someone can always manage the workspace.
Manager
Editable
Day to day features, approvals and reports, without workspace settings, billing or role management.
Standard
Editable
Create, view and edit in everyday features. No deleting, approvals or settings.
Read-only
Editable
View only across the features you choose. Useful for advisers, auditors and new starters.
Your Team
One role per person. Easy to check.
Pick a role when you add someone, change it when their job changes and switch off their access the day they leave. With one role per person you can always see exactly what someone can do.
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Assign in seconds Choose a role on the person's profile, next to their department and manager.
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Change as people move Moving someone from sales to operations is one change, and their access follows straight away.
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Switch off leavers Mark a user as inactive and they can no longer sign in, while the work they did stays in place.
Record Sharing
Share one project. Not the whole feature.
Sometimes one person needs one thing. Share a single record with a colleague or a whole department without touching their role.
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A person or a department Grant access to one user, or to everyone in a department in one step.
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View, edit or admin View for reading, edit for working on it, admin for managing who else has access.
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Projects, documents and more Share projects, sprints, documents, folders, forms, dashboards and court bundles.
Use Cases
Built for how small teams work.
Common ways businesses set up access in Wizard Application.
Access by department
Sales works in leads and orders, HR in people records, finance in invoices and expenses. Nobody sees everything unless you decide they should.
Managers who approve
Let managers approve expenses, timesheets and time off without giving them access to workspace settings.
New starters
Start new people on a narrow role and widen it as they settle in, rather than copying a colleague's access.
A menu that fits the job
People only see the features their role can view, which means fewer distractions and fewer questions.
Least privilege access
User access control is one of the five Cyber Essentials controls. Roles make least privilege access simple to set up and simple to show.
Settings stay protected
Workspace settings, billing and roles can stay with administrators, or be handed to named roles one area at a time.
All-in-One Platform
Everything You Need
One subscription. One login. Zero limitations. Replace your entire software stack with a platform built to scale with you.
Ready to get started?
Discover how Wizard Application can streamline your business. Start free today.