# Manage user access and notifications {% hint style="info" %} User permissions: Budgets & Forecasts and Manage Budgets & Forecasts {% endhint %} {% hint style="info" %} Database restrictions are respected in Budgets & Forecasts workbooks. See [Overview of access to data](https://app.gitbook.com/s/vQCmtGTR7MsjcI62Vdki/overview-of-access-to-data) for more information on database restrictions. If a user profile includes a dimension, stream or measure restriction, the user will only see data (rows) in the workbook that match the restriction, all other data will be hidden. {% endhint %} You can manage all this access from your Budgets & Forecasts homepage, which saves you time, as you don't need to open any workbooks. ## Manage access to a workbook {% hint style="success" %} Read the [Overview of users and data access](https://docs.phocassoftware.com/budgets-and-forecasts/getting-started/overview-of-key-terms-and-concepts/overview-of-users-and-data-access) page for more information about the types of users, user access and data security in Budgets & Forecasts. {% endhint %} You can manage access to the whole workbook and/or specific [worksheet tabs](#manage-tab-access) in the workbook. This involves giving and removing viewer access, and adding administrators. Watch this video to see how workbook and tab access works. {% embed url="" %} On your Budgets & Forecasts homepage, locate the workbook, click its **Menu** button, and click **Manage Access**.

The **Manage access** window opens on the **Manage workbook access** tab, where you can see the users who currently have access to the workbook. There are three types of users here that correspond to the Budgets & Forecasts user types: * **Owner**: This is the budget owner, the user who created this budget workbook. In the above example, Bill is the owner. * **Administrator**: As a budget administrator, this user can carry out more actions than the viewer. In the above example, Charlie is the administrator. * **Viewer**: This user can view the workbook and is eligible to be assigned rows in the workflow (become a contributor). To add another user to this workbook, select the user’s name from the **Add users** list. Only users who have the Budgets & Forecasts user permission are displayed in the list. The new user is added as a Viewer by default. To give a user administration rights, select **Administrator** from the user’s list. This option is only available for users with the Manage Budgets & Forecasts user permission. To remove a user so they can no longer access the workbook, click their **X** button. Click **Save** to apply your changes.

## Manage worksheet tab access {% hint style="info" %} The Headcount Input tab has a higher level of security than other tabs. It is protected by a password and access is managed at the global level rather than an individual tab level. See [Manage headcount users](https://docs.phocassoftware.com/budgets-and-forecasts/add-worksheet-tabs/headcount-tab#manage-headcount-users). {% endhint %} On your Budgets & Forecasts homepage, locate the workbook, click its **Menu** button, and click **Manage Access**. Then, in the **Manage access** window, click the **Manage tab access** tab. By default, you can see the users who currently have access to the Main tab of workbook. Use the **Selected tab** dropdown list to switch between the other tabs in the workbook and view and edit their permissions as required. See the [Manage tabs page](https://docs.phocassoftware.com/budgets-and-forecasts/manage-worksheet-tabs#edit-the-tab-permissions) to learn more about tab permissions.

## Manage workflow email notifications The email notification feature sends an email to a user with a list of their [workflow](https://docs.phocassoftware.com/budgets-and-forecasts/contributor/use-workflows) tasks and a link to open the corresponding workbook. Notifications are sent for each worksheet tab in a workbook every 30 minutes. By default, these notifications are turned off but users can [turn them on](https://docs.phocassoftware.com/budgets-and-forecasts/contributor/use-workflows/contribute-to-the-workflow#contributetotheworkflow-manageworkflowemailnotifications) within each workbook. It’s a good idea for you to turn on notifications for users who are not regularly involved in the budgeting process but you want their input on a particular budget item. They might otherwise be unaware they have pending workflow tasks. 1. On your Budgets & Forecasts homepage, click **Manage users** in the top-right corner. 2. Locate the required user using the search box. 3. In the **Email notifications** column, click **On** or **Off**, as required. --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter: ``` GET https://docs.phocassoftware.com/budgets-and-forecasts/owner-and-administrator/manage-user-access-and-notifications.md?ask= ``` The question should be specific, self-contained, and written in natural language. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.