Add a user

Learn how to create a Sage Intacct user account. You need full or limited admin privileges to add a user. To add another user with admin privileges, you need full admin privileges. Intacct asks you to verify your identity with your administrator password when you add or edit a user.

Watch: How to add a user (6:41):

Before you begin

Before you add a user:

• Make sure you have the required admin privileges.

• Work at the top level of your Intacct company.

• If the user is also an employee, customer, or vendor, decide whether to associate the user with an existing contact record or create a new contact record.

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. Verify you're working at the top level.

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

3. In the User details section, enter the following:

   1. Enter a unique User ID.

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

   3. Enter the user's Account email address.

   4. Select the user's Status.

   5. 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.

   6. Select an existing Contact name to associate with this user. All users must have a contact record. Learn more about the contact name.

4. Optionally, in the Product access section, select the other Sage products the user will have access to.

   This section only appears when you have Suites enabled. If the user has access to more than one Sage product, they can use the product switcher at the top left of every Intacct page to switch between Intacct and other products.

5. In the Sage Intacct Financials permissions section, select the following:

   1. The 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.

   2. 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.
   3. Use the Role table to assign roles to a user if your company has Role-based permissions enabled.

      Learn more about Roles.

6. Restrict the user to specific entities, departments, or territories using the appropriate tab.

7. 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.

8. Select Create and verify your identity to create the new user.

Learn more about the fields on the User information page.

Common questions

These are common questions about creating a new user.

Create a new customer, employee, or vendor user

If you're creating a new 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. Creating a contact record is a separate process from adding a new user.

To create a new customer, employee, or vendor:

1. Follow the steps in one of the following help topics as needed:

   • Assign existing contacts to a customer, employee, or vendor

   • Create a contact

   • Link an employee to a user

2. 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.