User Management

Overview

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The User Management page is used to control user access, add new users, and assign their user roles and client access rights across your practice.

IMPORTANT! - IF you are looking for information on User Permissions including restricted access groups, Guest Access and the like, can be found HERE.
 

 

New User Interface

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User management

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To access the user management interface please head to your profile icon in the bottom right-hand of the browser:

The user management page is the central location for administering users within AccountKit. Here you can add new users, block current users, reset users' 2FA and monitor their access.

Area		Details
1	Create New User	Click this icon to create a new user.
2	List Headers	Name - User's Name Role - Role within AccountKit Email - Also user's Username Mobile - User's Mobile number Last Login - User's last login
3	Xero Practice Manager Logo	Where this icon is showing, it's letting you know that this user is mapped to a user in XPM.
4	Status	denotes the user is Active,  Denotes the User is Not Active.  Click to Disable, Archive or Unblock the user. Unblock is used when a user has locked themselves out by inputting the wrong password too many times.
5	MFA	Clicking enables you to reset the users Multifactor Authentication (otherwise known as two-factor authentication)

 

 

User roles

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These roles set some broad authorities as to whether a user can access and edit certain areas of the software. Multiple roles can be assigned to users with the idea being that once a role has been assigned, they'll be available for assigning in other areas. For example, if assigned a partner or manager role, the user can then be assigned these roles specific to a client entity.

 

i	Note: In time we'll be working on User permissions which will enable more flexibility in this space.

 

Practice Admin	Full Access, usually a Practice Manager or Partner. It is recommended that you have 1 - 3 Practice Admin users depending on the size of the firm. Users can access everything about the practice and clients along with assigned access rights; Can also set up / disable all user types.
Partner	Users can do most things that a Practice Administrator can, but can’t access Practice Settings and is unable to set up or edit Partner or Practice Administrator roles.
Manager	User can do most things that a Partner can, but can’t access Practice Settings and is unable to set up or edit Manager, Partner or Practice Administrator roles. The main purpose of this role is the ability to assign a user the manager role for a specific client entity.
Employee	User can only open and edit authorised client groups but is unable to delete anything, set up or edit users or edit practice settings

 

 

Adding a new user

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To add a new user you'll need to be on the user management page, if you aren't already, head to your name at the bottom right-hand corner and click "User Management".

When User management opens, Select the    button along the top and follow the steps below:

Area		Details
1	Employee Details	Name - The user's first and last name. Email / User Name - This is the user's email address, as well as their login user name. Mobile Phone Number - Add the user's mobile phone number. (Optional) Phone Number - Add the user's landline phone number (optional) Birthday - When the user's birthday is added, it will show on the birthday dashboard to let everyone know and that way the practice can celebrate together. (Optional)
2	Access Level	Select the level of authority you would like the user to have. See 'User Roles' above for further details about the differences between roles.
3	Profile Picture	Add the user's profile picture which will be displayed when they're logged in and across shared screens such as the Workflow tool.
4	Time Zone	This enables correct date stamping of any work completed within AccountKit.
5	Reports To	Identify who the user reports to (Optional)
6	Send Invite	This will email the user their sign-in details.

 

i	You need to be a Practice Admin or Partner to be able to add or edit user profiles.

 

 

Editing a current user incl. archive and disable Users

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Editing A User Profile

To edit the user's details, select their profile by clicking on their name. See below.

Archiving, Disabling, Unblocking and Resetting MFA.

From the User Management list page, choose the client you wish to edit and navigate to the right-hand side of the screen under the Status and Actions column. Here you'll have the option to Archive, Unarchive, Unblock or Restrict the Client and Reset MFA. See below. 

i	'Archive User' will disable the user and is used when an employee no longer works for the firm. 'Disable User' is used when an employee is suspended or on leave for a long period of time. You need to be a Practice Admin or Partner to be able to add or edit user profiles.

 

 

User logging

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The practice administrator is able to review all user logs within each user's page or from the action menu under User Management;  This enables you to monitor key events for each of your users for information security purposes. See Below.

Events captured include device and IP address:

• Successful login attempts
• Failed login attempts
• Account blocked due to too many failed login attempts
• Unblocking event
• Disabling / Enabling of account
• Changing of password
• Reset of 2FA
• A download of client-sensitive data (client list or ATO lodgement list)

Individual User's History

 

Practice Wide User History Register

 

 

Editing your profile

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Each user has the ability to edit their own profile. An example of this is if they'd like to update their name after marriage or they've changed phone numbers etc. Start by selecting your name and profile at the bottom left-hand side of the screen. 

Area		Details
1	Employee Details	These are your details. You can update all of these details as you see fit. However, the Access level can only be changed by a Practice Admin.
2	History	This is your own user activity.
3	User Settings	Here you can reset your own MFA and Enable/Disable the Xero log in which is enabled by default.
4	Integrations	This is where you can see the integrations the practice has been authorised to use. Each user must sign into the integration using their own credentials so these icons will most likely be greyed out simply hover over the line and you'll notice the three-dot menu to the right-hand side. Click this and click connect to sign in using your own credentials.
5	Save, Save & Close, Cancel	These are associated with the shared elements throughout AccountKit.

 

 

Changing your password

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Whilst on your profile page select the Change Password Button shown below and follow the steps.

 

 

 

i	Note: Please take note of the password requirements. This is to maintain maximum security against cyber attacks.

 

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Related Links

Shared Elements (Eg. Action Menu)	Check out this link for various elements shared throughout the various toolsets.
Customising your Practice Settings	Follow this link to see how you can customise the Franking Register Types.
Document Management System (DMS)	This page will take you through how to connect to and utilise any number of cloud-based storage systems.

 

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