{"schema":"exacc.help.page/1","url":"https://exacc.au/help/create-internal-user/","title":"Add a user or employee without a login","description":"Create a person in your business file who does not log in, such as an employee you pay, and give them a login later if they need one.","category":"Start & Users","summary":"An internal user is a person record without access to Exacc: typically an employee you pay, or a contact person you assign work to. Open **Manage › Users › Users**, click **New**, choose **Create internal User / Employee**, fill in **Main details** and click **Save All Changes**. You can add an employment record, and invite them to log in whenever you like.","lastVerified":"2026-09-29","apps":["app"],"processIds":["manage_users","employees"],"start":{"label":"Add a new user or employee","url":"https://app.exacc.au/{dbId}/users-list?openNewUser=Y"},"menuPath":["Manage","Users","Users","New","Create internal User / Employee"],"before":["You must be an administrator of the business file."],"steps":[{"step":1,"title":"Start a new user","body":["Open **Manage › Users › Users** (**Users and Employees**) and click **New**. In **Create new User / Employee**, choose **Create internal User / Employee**. The page **Create New User** opens."],"url":"https://app.exacc.au/{dbId}/users-list?openNewUser=Y"},{"step":2,"title":"Fill in Main details","body":["Only the name is required; the rest helps with payroll, rosters and contact."],"fields":[{"name":"First Name, Last Name","help":"plus Prefix, Additional given names, Nickname, Code, Date of Birth and Gender if you need them.","required":true},{"name":"Email, Private Email, Phone","help":"Email is their business address. Add a **Private Email** if you may invite them later."},{"name":"Assigned to site, Supervisor","help":"where they work and who they report to."},{"name":"Address","help":"street, suburb, state, post code and country."},{"name":"Availability","help":"PIN, visa expiry, hourly charge-out rate, and whether they work public holidays."}],"image":"https://exacc.au/help/create-internal-user/step-2.png"},{"step":3,"title":"Save","body":["Click **Save All Changes**. Exacc shows \"User created successfully\" and returns to the list.","To continue with next of kin, permissions or employment, click the person in the list to reopen them."]},{"step":4,"title":"Next of kin (optional)","body":["On the **Next of Kin** tab add an emergency contact: name, email, phone and address. Then **Save All Changes**."]},{"step":5,"title":"Make them an employee (optional)","body":["On the **Employment** tab click **Create Employee Record** and complete the employment details: status, start date, employment type, pay cycle, pay rate, weekly hours, super membership and tax settings. Add **Individual Pay Items** or **Individual Pay Rates** if they differ from the standard. Then **Save All Changes**.","They now appear under **Payroll › Employees** and can be included in pay events."]}],"sections":[{"heading":"Giving them a login later","body":["Open the person, make sure they have an email and a **Private Email**, save, then click **Invite this user to Exacc** at the bottom. Choose **Administrator** and **Can Add Users** if needed and click **Continue**. They get the same invitation email as any invited user.","Their login will be their business **Email** if one is set, otherwise their Private Email."]},{"heading":"Permissions","body":["Permissions matter only once someone can log in. See **Invite a user to your business file** for roles, admin access and linked contacts."]}],"related":["https://exacc.au/help/invite-user/","https://exacc.au/help/create-business-file/"],"linkNote":"Links containing {dbId} open that screen in the business file whose id is dbId. A person can also open this help page with ?db=<dbId> to get the same links as buttons."}