Manage users

Modified on Wed, 16 Jul at 6:48 PM

Overview

In TaxLab, access to entities is managed by existing users with access or by an organisation administrator. Administrators can access all entities and tasks, 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 the Save button.

If a new user doesn't currently have an account, they will show as 'Pending account creation', they will then need create an account to access the entity. Users with existing accounts will receive a system email notifying them they have been added to 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 the Save button.

When a user is assigned a Partner, Manager or Consultant role, the user will have visibility of payment tasks and return tasks for that entity, even if the task has not been assigned to them. If a user’s role remains Unassigned, they will only see payment and return tasks if the specific task is assigned to them.

Assign application access

Application access refers to the applications within the software that the user can access. An entity's available applications will depend on which modules subscription level the organisation has activated. At any application access level, the user will be able to edit the entity details.

INC only

Selecting this permission gives users full access to the income tax module as default. Select the 'Read Only + Queries' option from the INC drop-down list to reduce access.

FBT only

Selecting this permission gives users full access to the fringe benefit tax returns as default. Select the 'Cash pay is hidden' option from the FBT drop-down list to reduce access.

Standard

This is the default setting. It gives users full access to both the income and fringe benefit tax modules. Permissions on each module can be reduced as detailed above, by selecting other options from the INC and FBT drop-down lists.

The following table provides an overview of all permissions. Note that FBT users with 'Cash pay is hidden' permission have the same permissions as Full Access FBT users, aside from not being able to view cash pay.

	Entity Level			Organisational Level
Access and activity permissions	No Access	Read Only + Queries	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 & edit status of return tasks		X	X	X	X
View & edit status of payment tasks		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 the entity			X	X	X
Edit a 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	X
Add self to any entity				X	X
Reset any e-filed tax return status back to 'Draft'					X
View and edit all return tasks					X
View and edit all payment tasks					X
Amend existing tax integrations	Only if the user had set up the tax integration themselves.				X

The 'Add Self' permission allows any user to add themselves to an entity, rather than have their access managed by existing users. This permission is disabled by default for all organisations, but can be enabled by contacting TaxLab Support.

View, edit or remove user access and permissions

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 or 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 the Save button.

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

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