Manage entity access and organisation users

Modified on Mon, 3 Feb at 2:09 PM

Overview

Before users can access any of your organisation’s entities, you’ll need to grant them access and allocate permissions. Once you’ve done this, your users will be able to create and activate their accounts, allowing them to see all the entities they have permissions for.

If you need to add users with a different domain or you're part of an organisation that operates multiple, separate instances of TaxLab, you’ll need to first invite those users to join your organisation before they create their account.

Grant users access to entities

You can add users to entities either individually or to multiple entities simultaneously. Any existing user with full access to an entity can add a new user. The person being added doesn’t need to be a current member of your organisation.

There are two levels of access within an entity:

Application: this determines which TaxLab modules the user will have access to for that entity

INC only	By default, this role gives users full access to income tax returns. You can limit this access by selecting the “Read Only + Queries” option from the INC drop-down list.
FBT only	By default, this role gives users full access to fringe benefit tax returns. You can limit this access by selecting the “Cash pay is hidden” option from the FBT drop-down list.
Standard	This is the default setting. It gives users full access to both income and fringe benefit tax returns. You have the option to limit access by selecting alternate options from the INC and FBT drop-down lists.

Within each application: this determines the level of access that the user has within that module for the entity, either no access, read only or full access.

Access and Activity	No Access	Read Only	Full Access
View full list of entities in account	✔	✔	✔
Click on entity name and view users	✔	✔	✔
View Tax ID number		✔	✔
Add other users to entity			✔
Edit or delete entity			✔
View tax returns		✔	✔
Edit a tax return			✔
Commence filing process			✔
Reset e-filed tax returns back to 'Draft'			Administrators Only
E-file a tax return			✔
View filing status of tax returns		✔	✔
View Provisional tax tasks		✔	✔
Add entity to tax authority connection			✔

It is also possible to bulk add users to entities via the entity management feature, which is discussed in more detail in the following article. However granting user access via entity management will automatically grant users full access.

Add a user to a single entity

On your home page, either click the row of the desired entity to activate the "Add user" button, or click the name of the entity and then the Users tab.

Click the Add user button.
Enter the email address of your new user.
Choose the access rights you want to allocate to the user.
Click Save.

The user will be notified by email that they have been given access to the entity.

Add a user to multiple entities

On the Home page, click the row of one entity to activate the "Add user" button.
While holding the Shift or Ctrl key, select the other entities you want to include (their rows will be highlighted).
Click the Add user button.
Enter the email address of your new user.
Specify the access rights for the user.
Click Save.

Add another organisation administrator

If your organisation requires more than one administrator you can grant an existing user administrator access.

From your home screen > click Settings > under Administration > click Users.
Next to the user required > click Edit
Click Make Administrator
Click Confirm

Adding users to your organisation

Once you have allocated user access to entities, it's time for your users to create and activate their accounts. The way this works depends on the access setup you are using, and the email domains of your users.

Single sign-on (SSO) organisations

If your organisation is using SSO, you’ll need to provide new users with your organisation's SSO login link in order to create their account. Our system will ask them to confirm their details, then automatically create a TaxLab account for them.

All other organisations

If all your users have the same email domain, and you’re only running one organisation in TaxLab, you can now notify your users to create their TaxLab accounts. Once these are created, your users will be able to access the entities you added them to.

Inviting users to your organisation

This action can only be performed by an Organisation Administrator.

If your organisation runs multiple TaxLab instances (for example an accounting firm with a separate instance per regional office), or you want to invite users that do not share your organisation’s domain, you’ll need to invite them to your organisation before they create their account. Please note, you will need to first contact us to have this enabled.

From your home screen > click Administration > under Management > click Users.
Next to Invite users enter your new users email address
Click Invite. The user will display as Pending account creation until they create their account.

This will ensure that your new user logs into the right organisation or moves them to your organisation.

What’s next

Once you’ve added users to your TaxLab organisation and entities you can add groups, contacts and assign user roles to entities.