Add a user

You need full or limited admin privileges to add a user. To add another user with admin privileges, you need full admin privileges yourself. Be ready to enter your administrator password when you add or edit a user. This verification protects a user's information from unsanctioned or unlawful access.

Add a new user

Creating a new user could exceed your user count. If you’re unsure about your user count, review the user count in Usage insights, or contact your account manager.

1. Ensure you’re working at the top level of your Intacct company by selecting Top level above the application bar.

2. Go to Company > Admin > Users, roles, and groups and select Add (circle) next to Users.

3. Enter a unique User ID.

   This is the ID that they’ll use to log in.

   The user ID is permanent and cannot be changed after saving.

4. Enter a Username to identify the person in the User list.

   If the user is also an employee, customer, or supplier, the Username does not need to be the same as the name used on the Employees, Customers, or Suppliers list.

5. Enter the user's Account email address.

   This email address is used for verification purposes whenever a user initiates or requests a password reset.

   The Account email address does not have to match the Primary email address of the associated Contact name. Users can update the Account email address from their My preferences page.

6. Select the user's Status.

   New users can only be created with the status of Active or Locked out. Learn more about each status.

7. Select Keep my password until admin resets it to stop the password from expiring.

   If your company has a rule that passwords must be changed after a certain period, that rule will not affect this user's password. We recommend that you select this option only for cases where software automatically logs in to the Web Services API.

8. Select a contact record to associate with this user.

   • Select an existing contact record for the user if they're an employee, customer, or supplier. Learn more about making an employee a user.
   • You can create a new contact record manually from the contact dropdown.
   • The selected contact must have a first and last (family) name. If the selected contact does not have a first and last (family) name, update the contact information before associating it with a user account.
   What's the difference between a user ID and a contact name?

   • A user ID combined with a password provides access to the company.
   • A contact can be a person who is not necessarily a user in the company, such as a supplier or customer contact.
   • A contact can be made a user by adding the contact name to a new user profile. For example, you can associate an employee contact with a user ID to enable that employee to enter timesheets and expenses. Similarly, you can associate a customer contact with a user ID to enable a customer to log in and approve timesheets or expense payments. Additionally, some suppliers might be subcontractors who need to log in to enter timesheets and expenses.
   • Creating a user does not automatically create a contact record for the user.

9. Optionally, if your company has enabled Suites, in the Permissions section select the products in the suite the user will have access to.
   If your company does not have Suites enabled, skip this step.

10. In the Sage Intacct Financials permissions section, select a User type for the user.

    The user type controls the functionality available to a user. You can further restrict a user's access by assigning specific permissions.

    Learn more about what each user type can do.

    The user type that you choose also affects cost. Subscription costs for employee users are inexpensive, which means your company can add all its employees for the purpose of entering their expense reports.

11. Select Admin privileges for the new user.

    Administrator privileges

    A user with administrator privileges is given the highest possible level of system access. You can assign admin privileges to a business user, but you cannot assign admin privileges to any other user type. Intacct recommends that each company maintains at least two full administrators.

    Limited admin privileges give the ability to:

    • Create users.
    • Configure and subscribe to applications.
    • Assign permissions to users.
    • Access financial reports to manage the reports.

    Full admin users have the same privileges as limited admins, with the ability to:

    • Create other full admin.
    • Access to all features in Platform Services.
    • Use the Try role feature in Role-based companies.
12. Use the Role table to assign roles to a user if your company has Role-based permissions enabled.

    Learn more about Roles.

13. Save your changes.

    A dialogue opens to remind you that creating a new user could exceed your user count. Contact your account manager if you are not sure of your user count.

14. Select Create to continue creating a new user.

    The Verify your identity page is shown.

15. Enter your password.

Learn more about the fields on the User information page.

What happens after you add a new user

The new user will receive an email with their login information and instructions on how to log in to your company.

Next steps: After you create a user, assign permissions to the user so that the user can complete tasks. If you do not assign user permissions, the user will not be able to do tasks.

Changing the primary email address

If you need to change the Primary email address at any time, you’ll need to either add a new contact or select a different contact name from the duplicated record.

Replace an existing user

You need to first deactivate the user you want to replace. Then you need to create a new user with a different user ID.

• Deactivate the user that you want to replace.
• Follow the steps in Add a new user and create a new and unique user ID for the new user.

Create a new customer, employee, or supplier user

If you're creating a new user who is also an employee, customer, or supplier, add them to the Customers, Suppliers, or Employees list first, then add them as a user. Creating a contact record is a separate process from adding a new user.

• Follow the steps described in one of the following help topics as needed:
  • Assign existing contacts to a customer, employee, or supplier
  • Create a contact
  • Link an employee to a user
• Follow the steps in Add a new user.

Apply entity restrictions to a user

You can restrict a user to one or more entities in a multi-entity company. Learn more about applying entity restrictions to a user.