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This topic is for files that are online using the latest AccountRight version. If your company file isn't online, see Add a user to an offline file.

You need to set up each person who will work with your company file, and also invite them to access your file. You can invite people who work for your business, such as sales staff and payroll officers, and who work outside your business, such as your accountant, bookkeeper and financial advisor.

Before users can access your file, they'll need AccountRight installed on their computer. Instructions are included in their invite. Also, as sharing access is included in your AccountRight subscription, the users you invite won't need their own subscription to access your file.

You can set up two types of access:

  • Online file user—a file user can access any of the online company files they've accepted an invitation to use. This is the level of access you'd grant most of your users, who just need to work with the one file, or who need access to the Pay Super or bank feeds features.
  • Online administrator—an online administrator can work with any company file that's listed under the owner’s software serial number. In addition to this, an online administrator can:

 

To add a new user

To add a new user

You must be the company file administrator, or a user assigned the Administrator role, to create other users. If you don't sign on as an administrator, the User Access option won't appear in the Setup menu.

Signed on as an Administrator but still can't see the User Access option? Contact us for help.

  1. Open the company file.
  2. Go to the Setup menu and choose User Access. The User Access window appears.

  3. Click New User.

  4. Select the This user will sign on with a my.MYOB account option. This option allows them to open the file by just entering their my.MYOB details. They won't need to enter the User ID or company file password to open the file. Can't see this option? If your company file isn't online, see Add a user to an offline file.

    Set up company file sign-on details

  5. Type the user’s name in the User name field.

  6. Enter their email address in the Email field. This must be the email address that they use to log into my.MYOB. If they don't already have a my.MYOB account, they'll be invited to create one when you finish setting them up.
  7. Click the set an offline password link. Specify a password for them to enter when this file is checked out, restored from a backup, or when my.MYOB authentication isn't available.

    User passwords can’t be recovered

    If a user forgets their password, an administrator can set a new password for them. See Change a user's company file access.

    If your file only has one administrator account, and you've forgotten its password, you’ll need to send the file to MYOB to have the password reset. Contact MYOB for information on how to send your file, and the cost to reset the password.

  8. If you want to give the user online administrator access, select the Invite user to be an online administrator option.

    Select user roles

  9. In the Company file roles list, select the roles you want to assign to this user account. For example, if you want to give the user access to all banking features, select the Banking role. If you want, you can customise roles to suit your business needs. You can disallow access to any feature and even set some as read-only. There's a lot that you can control, so it's worth taking a quick look through the default roles and changing them, if necessary.
  10. Click Save and Invite User. An email will be sent to the user's email address inviting them to access your online company file.
To add a new advisor

To add a new advisor

What's an advisor?

You create user accounts for your employees, but your accountant might want to be set up as an advisor, instead of a user. This will allow multiple people in their business to access your file without requiring user accounts for each person.

This doesn't mean anyone in their practice can access your company file information – only people who have been invited to access your online file can access it, and the domain name of their my.MYOB email address must match that of the advisor's. 

You must be the company file administrator, or a user assigned the  Administrator  role, to create advisors. If you don't sign on as an administrator, the User Access option won't appear in the Setup menu.

  1. Open the company file.
  2. Go to the Setup menu and choose User Access. The User Access window appears.

  3. Click  New Advisor .

  4. Select the This user will sign on with a my.MYOB account option. This option allows advisors to open the file by just entering their my.MYOB details. They won't need to enter the User ID or company file password to open the file.

    Set up company file sign-on details

  5. Type the advisor’s name in the User name field.

  6. Enter the advisor's email address in the Email field. This must be the email address that they use to log into my.MYOB. Note that the email address must have 35 characters or less.

    For security reasons, your file can only be accessed by employees in your advisor's business who have a my.MYOB account with a domain name that matches the advisor's. For example, if the advisor's email address is joe@mypractice.com, only employees in your advisor's business who log into my.MYOB with a "mypractice.com" email address can access your file. They also must have been invited to access your file.
  7. Click the set an offline password link. Specify a password for them to enter when the file is offline (for example, when it's checked out, when restoring a backup, or when my.MYOB authentication isn't available).

    User passwords can’t be recovered

    If an advisor forgets their password, an administrator can set a new one for them. See Change a user's company file access.

    If your file only has one administrator account, and you’ve forgotten its password, you’ll need to send the file to MYOB to have the password reset. Contact MYOB for information on how to send your file, and the cost to reset the password.

  8. If you want to give the advisor online administrator access, select the Invite user to be an online administrator option.

    Select user roles

  9. In the Roles list, select the roles you want to assign to this advisor.  For example, you might assign the Accountant/Bookkeeper role.

  10. Click Save and Invite User. An email will be sent to the advisor's email address inviting them to access your online company file.

  User setup FAQs


Can I disable the my.MYOB sign-on option?

Can I disable the my.MYOB sign-on option?

Yes.

  1. Go to the Setup menu and choose User Access.
  2. Select the user then deselect the option This user will sign on with a my.MYOB account.
  3. Click OK.

By disabling this option, the user will now need to log in to AccountRight Live and enter their User ID and password to open the online company file.

How do I resend or cancel an invitation?

How do I resend or cancel an invitation?

You must be the company file administrator, or a user assigned the Administrator role, to resend invitations. If you don't sign on as an administrator, the User Access option won't appear in the Setup menu.

  1. Open the company file.
  2. Go to the Setup menu and choose User Access. The User Access window appears.

  3. Click Manage online access.

  4. Sign in to your my.MYOB account and you will see a list of invited users.

  5. If the invitation has not been accepted you will have an option to Resend Invitation or Cancel Invitation.

Why can't I click User Access in the Setup menu?

Why can't I click User Access in the Setup menu?

You must be the company file administrator, or a user assigned the Administrator role, to use the User Access option in the Setup menu.

Using AccountRight v19? The User Access option isn't available in this version. See your help for more details on user management (Australia | New Zealand).