Manage users

Modified on Mon, 19 May at 9:29 AM

Overview

In TaxLab, access to entities is managed by existing users with access or by an Administrator. Administrators can access all entities but cannot view the data within them. When a user creates a new entity, only they can access it initially and must grant access to others.

Add a user to an entity

If you have access to an entity, you can add other users to it:

From the TaxLab home screen, select the name of the entity.
Select the Users tab.
Select the Add user button.
Enter the email address of the user you wish to add and allocate a role, application access, and permissions.
Select Save.

If a new user doesn't currently have an account, they will show as 'Pending account creation', they will then need to go to our website and sign up to access the entity.

Assign a user role

Assigning user roles means that a client service team can have visibility over progress on payment tasks and return tasks for an entity, even if the task is assigned to another user.

From the TaxLab home screen, select the name of the entity.
Select the Users tab.
Select the name of the user you want to edit.
Select the user’s Role from the dropdown list. Users can be assigned to Partner, Manager or Consultant roles on an entity. They can also remain Unassigned.
Select Save.

When a user is assigned a Partner, Manager or Consultant role the payment tasks and return tasks for the entity will show under the payment or return sections of that user’s Workflow tab, without the task needing to be assigned to them.

If a user’s role remains as Unassigned, they will only see payment tasks and return tasks in the relevant sections of their Workflow tab if the task is assigned to them.

Assign application access

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.

Assign permissions

When you are allocating access to applications (INC only, FBT only or Standard), you can also assign the permission level within each application. The options are Full Access, Read Only, or No Access. The table below outlines the actions users can take with each of those permissions.

	Entity Level			Organisational Level
Access and activity permissions	No Access	Read Only	Full Access	"Add Self"	Administrator
View entities that you have been granted access to	X	X	X	X	X
View other entities in subscription where no access has been granted	X	X	X	X	X
View users on any entity	X	X	X	X	X
View tax file number		X	X	X	X
View tax returns		X	X	X	X
View filing status of 'My' tax returns		X	X	X	X
View payment tasks of 'My' tax returns		X	X	X	X
Set up tax integrations		X	X	X	X
Set up tax pooling integrations		X	X	X	X
Add other users to entity			X	X	X
Edit an entity or tax return			X	X	X
Delete an entity or tax return			X	X	X
Begin the e-file process			X	X	X
E-file a tax return			X		X
Add self to any entity				X	X
Reset e-filed tax returns back to 'Draft'					X
View filing status of 'All' returns					X
View payment tasks of 'All' returns					X
Amend existing tax integrations	Only the original user who set up the integration can amend it.

View or remove user permissions or access

From the TaxLab home screen, select the name of the entity.
Select the Users tab.
Select the name of the user you want to view edit
From here you can view, edit or remove permissions or access for the user.
To completely remove the user access for the entity select Remove user from INC and FBT.
Select Save.

View Activity Logs

The activity logs show you who has accessed an entity, when, and what actions they have performed. Each action a user takes is logged and reported, for audit purposes. To view this

From the TaxLab home screen, select the name of the entity.
Select the Users tab.
Select the Activity tab.

Due to the quantity of content, this tab will take a while to populate.

Troubleshooting

I can't perform an action on an entity

If you're unable to perform an action on an entity (e.g. add other users, set a return back to draft), you probably don't have that permission allocated. If you require that permission you will need to contact a user on the entity with higher level permissions, or your organisation administrator, for access.

Payment tasks setup

Add an organisation administrator

Overview of entities