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 prepared to enter your administrator password when you add or edit a user. This verification protects a user's information from unsanctioned or unlawful access.
- If you're replacing an existing user, first deactivatethe user being replaced. The new user requires a unique user ID.
- If you're creating a user who is also an employee, customer, or vendor, add them to the Customers, Vendors, or Employees list first, then add them as a user.
- To restrict this user to a single entity in a multi-entity company, select Enable access to top level. Granting access to the top level enables a user restricted to a single entity to log in to the top level by default when logging in to a company.
Creating a user does not automatically create a contact record for that user. If you're creating a user who is also an employee, customer, or vendor, add them to the Customers, Vendors, or Employees list first, then add them as a user.
After you create a user, be sure to assign permissions to the user. If you do not assign the user permissions, the user will not be able to do tasks.
Permissions and other requirements
- Go to Company > Admin tab> Users, roles, and groups and select the + sign beside Users.
- Enter a unique User ID.
This is the ID that they’ll use to log in. After you save the ID, it can't be changed. - Enter a Username to identify the person in the User list.
If the user is also an employee, customer, or vendor, the Username does not need to be the same as the name used on the Employees, Customers, or Vendors list. - 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. - Select the user's Status.
New users can only be created with the status of Active or Locked out. Learn more about each status. - 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 duration, that rule will not affect this user's password. We recommend that you enable this feature only for cases where software automatically logs in to the Web Services API. - Select a User type for the user.
A user's type controls the maximum features available to the user.
- A particular user's access can be further limited by their 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.
- Select a contact record to associate with this user.
- Select an existing contact record for the user if they're an employee, customer, or vendor. Learn more about making an employee a user.
- You can create a new contact record manually from the contact dropdown.
- Select the user's Admin privileges.
- Select the Roles information tab to assign roles to a user if your company has Role-based permissions enabled.
Learn more about assigning permissions to users.
- Save your changes.
- When the Verify your identity page appears, enter your password.
The new user will receive an email with their login information and instructions on how to log in to your company.
Learn more about the fields on the User information page.