You can restrict access to clients There may be clients in your database whose details and jobs you want wish to keep confidential . Only administrators and the selected staff members will be able to view or edit their detailsand give access to only certain staff in your practice. As an MYOB Practice Administrator, you can restrict other staff from seeing certain clients in MYOB Practice. Add or remove client restrictionsThe way you restrict user access to clients depends on which software you use. | UI Text Box |
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| Example: Say there are a few clients | MYOB Practice Administrators can access all clients. |
If you use MYOB Practice and are
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not an MYOB AE user
| Set up in MYOB Practice (see below for instructions). | an MYOB AE user | Make sure Contacts Migration is activated.
Set up Team Security in MYOB AE. Those security settings will apply to your clients and staff in MYOB Practice. If your practice has multiple AE/AO databases, the client restrictions apply in the database that the client's been added to in your practice. | an MYOB AO (NZ) user | Make sure Contacts Migration is activated.
Set up Team Security in MYOB AO. Those security settings will apply to your clients and staff in MYOB Practice. |
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| title | I'm an MYOB Practice user (without MYOB AE/AO) |
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| Choose which client you want to make a restricted client, and then choose which users you want to be able to access the restricted clients. | UI Expand |
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| title | To add or remove client restrictions |
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| - Log in to MYOB Practice as an Administrator.
- Click All clients on the client sidebar, and click Contacts in the top menu.
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just one or two staff members for privacy purposes.You can select the staff members who are allowed access to the clients. Only they, and the administrators in the practice, can view the restricted clients' details. All other staff members won't see the restricted clients in their Contact list, and won't have access to their portals or documents. |
What can be restricted? Following is a list of information and activities that a staff member won't be able to see, edit or do for a client they don't have access to- , and click anywhere in their row except for on their name link. The detailed view panel appears on the right of the page.
Click the ellipsis in the detailed view panel and click Manage access.  Image Added
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| You can also access these options from the client workspace. Click  Image Added in the Details pane. |
- Choose who should have access to the client’s details:
- All staff: No restrictions will be applied. All staff in the practice who are MYOB Practice users will be able to view the client’s details.
- Specific staff: All administrators plus any users you add in the Manage access window will have exclusive access to the client’s details.
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- To give a non-administrator access to the client, click Add Staff.
You can search for a staff member, or select them from the list. Administrators aren’t listed because they can always access all clients, whether restricted or not. - To remove someone’s access, click the x next to their name.
- Click Save.
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| title | To edit staff access to restricted clients |
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| If a client is currently unrestricted, follow the To add or remove client restrictions procedure above instead. |
- Log in to MYOB Practice as an Administrator, click Settings (
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- In the Manage access window, add-down list.
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The list only includes clients who’ve already been restricted to administrators and specific staff. - To remove this staff member's existing access to a restricted client, click the x next to the client’s name.
- Click Save.
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| When you add a user, you can also select the restricted clients they should have access to. |
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What happens when a client is restricted? An MYOB Practice user (who's not an Administrator) can be restricted from viewing certain clients and other features that are related to that client. Here's a summary of how different activities in MYOB Practice are restricted for users who don't have access to a restricted client. | UI Expand |
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| title | Restricted information and activities |
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staff member | user is restricted from accessing a client, they... |
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Personal information| Advisory | - can't create advisory reports for the client's linked AccountRight or MYOB Essentials file
| | Documents | - can't publish or view documents that have been sent to the client’s portal, or have been uploaded from the client's portal.
| Personal
information
| - can't view the client's contact details, such as phone numbers and addresses, their date of birth and tax information.
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| | - Restricted clients will show with a padlock icon in the Client list for all administrators, and for staff who do have access to them.
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If a staff member doesn't have access to a client, they won't see them in the Client list.
| | Portal | - can't create a portal for the client, or add them to an existing portal.
- can't view or edit a portal that the client is part of, even if the portal is shared with clients that the staff member does have access to.
- can't be selected as the default "Send as" or "Notify" user for the client's portal.
| | Tasks | |
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| - For example, if you want to create a coding report for a client you do have access to, but they share a portal with a client you don't have access to, you can't create coding report tasks for either of these clients.
- can't be selected as the "Send as" or "Notify" user for a task that relates to the client, or any client in the same portal.
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Documentspublish or documents that have been sent to the client’s portal, or have been uploaded from the client's portal.Transaction processing | - , prepare or lodge tax forms or activity statements (AU) for the client.
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processing | - can't view the client's MYOB Essentials or AccountRight file on the Transaction processing page if it has been linked to the client record.
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| Tax (Australia) | - can't view, prepare or lodge activity statements and tax forms for the client.
| | Advisory | | | Practice manager | - can't see the client's debtor and WIP details on the Practice page.
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Add or remove client restrictionsIf you're an MYOB Practice administrator, follow these steps to set up restrictions for a client, or to change a specific staff member's access to clients who are currently restricted. | UI Text Box |
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| The following instructions are for MYOB Partners who don't use MYOB AE/AO. If you use MYOB AE or MYOB AO (NZ), learn how to add or remove client restrictions. |
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| title | To add or remove client restrictions |
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| - Click Clients in the sidebar.
- From the client list, select the client you want to restrict access for.
- Click Manage access.
- Choose who should have access to the client’s details:
- All staff: No restrictions will be applied. All staff in the practice will be able to view the client’s details.
- Specific staff: All administrators plus anyone you add in the Manage access window will have exclusive access to the client’s details.
- To give a non-administrator access to the client, click Add Staff.
You can search for a staff member, or select them from the list. Administrators aren’t listed because they can always access all clients, whether restricted or not. - To remove someone’s access, click the x next to their name.
- Click Save.
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| title | To edit staff access to restricted clients |
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| If a client is currently unrestricted, follow the “To add or remove client restrictions” procedure above instead. |
- Click Settings in the sidebar.
- Click Staff in the settings menu.
- Select a non-administrator staff member (they will have a General role).
- Click Manage access.
- In the Manage access window, select the clients you want to give the staff member access to.
The list only includes clients who’ve already been restricted to administrators and specific staff. - To remove access to a restricted client, click the x next to the client’s name.
- Click Save.
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| When you add a staff member you can also select the restricted clients they should have access to. |
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- Why doesn’t the Transaction processing page show the files I created?
If you’ve recently created a file, perhaps someone has restricted your access to the client. The Transaction processing page only shows files linked to clients you have access to. If your access has been removed, you can get access again by contacting an administrator in your practice. Another reason you might not see the client’s file on the Transaction processing page is if your user account or advisor account has been removed from within the client’s file. Learn about getting and removing access to a file.
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More role restriction options |
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