Introducing Team Management: Collaborate on Company Filings with Your Team

Since day one, WeFile has been designed to make corporation tax filing as straightforward as possible. But as our user base grew, we heard a consistent request from accountancy practices, bookkeepers, and company directors alike: "Can I let my team access my companies and filings?"

Until now, every WeFile account was a single-user experience. If an accountant managed 50 companies, only they could log in to file returns. If they went on holiday, no one else could pick up where they left off. If a junior staff member needed to prepare a filing for review, they had to share login credentials — which is neither secure nor practical.

Today, we are excited to launch Team Management — a complete role-based collaboration system that lets you invite colleagues to your WeFile account, control exactly what they can see and do, and work together on filings without ever sharing a password.

Team Management is built around three simple roles, each with a clearly defined set of permissions:

• Admin — The account owner. Admins have full access to everything: companies, filings, invoices, membership, and team settings. They can invite and remove members, change roles, and manage billing. Every WeFile account has exactly one admin — the person who created the account.
• Editor — Editors can do almost everything an admin can when it comes to day-to-day filing work. They can add companies, create and edit filings, submit returns to HMRC and Companies House, and manage company data. What they cannot do is manage team members, access billing and invoices, or change account settings.
• Viewer — Viewers have read-only access. They can browse companies, view filing details, check submission statuses, and download documents — but they cannot create, edit, or submit anything. This role is ideal for directors who want visibility into their filings without the risk of accidental changes, or for junior staff who need to review data before an editor finalises it.

The role system is enforced at every level: the user interface hides actions that a user cannot perform, and the backend rejects any request that exceeds the user's role — so there is no way to accidentally (or deliberately) bypass the restrictions.

Inviting someone to your team takes just a few seconds:

1. Navigate to the Team page from the sidebar.
2. Enter the email address of the person you want to invite.
3. Choose their role — Editor or Viewer.
4. Click Send Invite.

The invitee receives an email with a link to accept the invitation. If they already have a WeFile account, they are added to your team immediately. If they don't, they can create a free account and join your team in one seamless flow.

You can cancel a pending invite at any time from the Pending Invites section on the Team page. Invitations expire automatically after 7 days if not accepted.

Once a user has been invited to one or more teams, a Team Context Switcher appears in the sidebar. This dropdown lets you instantly switch between:

• My Account — your personal WeFile account with your own companies and filings.
• Any team you belong to — view and manage that team owner's companies and filings according to your assigned role.

Switching context is instantaneous. The entire dashboard, including companies, filings, invoices, and upcoming deadlines, updates to reflect the selected account. A subtle visual indicator in the sidebar confirms which context you are currently working in, so you always know whose data you are looking at.

If you only have your own account and haven't joined any other team, the team context switcher stays hidden to keep the interface clean and uncluttered. The Team link is always available in your sidebar so you can invite members at any time.

Here is a detailed breakdown of what each role can access:

This table is enforced both in the UI and at the API level, ensuring consistent security regardless of how the request is made.

When you are a member of a team (whether as an editor or viewer), the Team Members page now displays the team owner (admin) at the top of the Active Members list, clearly marked with an "Owner" badge. This gives every team member full visibility into who administers the account they are working in.

Previously, only the admin could see the full member list. Now, editors and viewers can see all team members alongside the admin, making it easy to understand who else has access and in what capacity.

We designed Team Management with security as a first principle:

• No credential sharing — each team member logs in with their own WeFile account. No passwords are ever shared between users.
• Server-side enforcement — every API request validates the user's role before processing. Even if someone manipulates the frontend, the backend will reject unauthorised actions.
• Instant revocation — removing a team member takes effect immediately. They lose access to all of the team's data the moment they are removed.
• Audit trail — all filings record which user created and submitted them, so you always know who did what.
• Session isolation — switching between team contexts does not affect your personal account session. Your own data remains private and untouched.

Here are some common ways our users are already putting Team Management to work:

Accountancy Practice

A practice principal (admin) invites two senior accountants as editors and a trainee as a viewer. The editors prepare and submit filings independently. The trainee reviews filings and learns the process without any risk of accidental submission. The principal retains full control over billing and team membership.

Company Director + Bookkeeper

A director creates a WeFile account, adds their company, and invites their external bookkeeper as an editor. The bookkeeper prepares and files the CT600 and Companies House returns. The director can log in at any time to check status and download documents, but doesn't need to handle the filing process themselves.

Multi-Office Firm

A firm with multiple offices uses a single WeFile account. The office manager is the admin. Each office lead is an editor managing their own client companies. Junior staff are viewers who check filing statuses and prepare data for the editors to review and submit.

Team Management is available to all WeFile users at no additional cost. Here is how to get started:

1. Log in to your WeFile account at wefile.co.uk.
2. Navigate to the Team page from the sidebar.
3. Invite your first team member by entering their email and selecting a role.
4. Once they accept, they will appear in your Active Members list and can start working immediately.

You can invite up to 10 team members (including pending invites) per account. Whether you are a solo practitioner bringing on one assistant or a growing firm, Team Management is designed to support your team.

If you have questions or feedback about Team Management, we would love to hear from you. Reach out via the live chat on the bottom right or open a support ticket.

Happy collaborating! 🤝