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This section is for MYOB Partners who don't use MYOB AE/AO. If you use MYOB AE/AO, an administrator can add or remove client restrictions from the desktop software. MYOB Practice will automatically sync those changes.

If there are clients whose details and jobs you want to keep confidential, you can restrict access to them. Only administrators in your practice, and selected staff members, will be able to view or edit their details.

 

What will be restricted?
If a staff member does not have access to a client, they CAN'T...
Personal information
  • view the client's contact details, such as phone numbers and addresses, their date of birth and tax information.

    Restricted clients will show with a padlock icon in the Client list for all administrators, and for staff who do have access to them.

    If a staff member doesn't have access to a client, they won't see them in the Client list.

Portal
  • create a portal for the client, or add them to an existing portal.
  • view or edit a portal that the client is already part of, even if the portal is shared with clients that the staff member does have access to.
  • be selected as the default "Send as" or "Notify" user for the client's portal.
Tasks
  • create or view tasks for the restricted client, or any other client that shares a portal with the restricted client.
  • be selected as the "Send as" or "Notify" user for a task that relates to the client, or any client in the same portal.
Documents
  • publish or view documents that have been sent to the client’s portal, or have been uploaded from the client's portal.
Transaction processing
  • view the client's MYOB Essentials or AccountRight file on the Transaction processing page if it has been linked to the client record.
Tax (Australia)
  • view, prepare or lodge activity statements and tax forms for the client.
Advisory 
Practice manager
  • see the client's debtor and WIP details on the Practice page.

Add or remove client restrictions

If you're an MYOB Practice administrator, follow these steps to set up restrictions for a client.

To add or remove client restrictions
  1. Click Clients in the sidebar.
  2. From the client list, select the client you want to restrict access for.
  3. Click Manage access.
  4. 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.
  5. 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.
  6. To remove someone’s access, click the x next to their name.
  7. Click Save.

Edit staff access to restricted clients

If you're an MYOB Practice administrator, follow these steps to edit a staff member's access to a client who is currently restricted.

To edit staff access to restricted clients

If a client is currently unrestricted, follow the “To add or remove client restrictions” procedure above instead.

  1. Click Settings in the sidebar.
  2. Click Staff in the settings menu.
  3. Select a non-administrator staff member (they will have a General role).
  4. Click Manage access.
  5. 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.
  6. To remove access to a restricted client, click the x next to the client’s name.
  7. Click Save.

When you add a staff member you can also select the restricted clients they should have access to.