{"schema":"exacc.help.page/1","url":"https://exacc.au/help/invite-user/","title":"Invite a user to your business file","description":"Give a team member, employee or your accountant access to an Exacc business file, then choose what they can see and do with roles.","category":"Start & Users","summary":"Open **Manage › Users › Invite User**, enter the person's name and email, and click **Invite**. They get an email, sign up or log in, and accept the invitation on their dashboard. Unless you made them an administrator, you then choose their **roles**, which decide what they can see and do.","lastVerified":"2026-09-29","apps":["app","my"],"processIds":["invite_user","manage_users","accept_invitation"],"start":{"label":"Invite a user","url":"https://app.exacc.au/{dbId}/invite-user"},"menuPath":["Manage","Users","Invite User"],"before":["You must be an administrator of the business file, or be allowed to add users.","The person's email address."],"steps":[{"step":1,"title":"Open Invite User","body":["Click the tile at the top right showing your business code (**Manage**), then under **Users** choose **Invite User**.","Or open **Manage › Users › Users**, click **New** and choose **Create Invitation**."],"url":"https://app.exacc.au/{dbId}/invite-user","image":"https://exacc.au/help/invite-user/step-1.png"},{"step":2,"title":"Enter their details","body":["Already working with them in another business file? Search for them under **Select from all your current co-workers** and their details fill in."],"fields":[{"name":"First Name, Last Name","help":"as they should appear in the file.","required":true},{"name":"E-mail","help":"where the invitation goes, and their login if they are new to Exacc. Needed for the invitation to send.","required":true},{"name":"Nick Name, Phone Number","help":"optional."}],"image":"https://exacc.au/help/invite-user/step-2.png"},{"step":3,"title":"Choose their access","body":["Tick what applies:"],"fields":[{"name":"Has administrator privileges","help":"full access to the business file. Only an administrator can give this."},{"name":"Add Employee records to this user","help":"also creates an employee record so you can pay them through payroll."},{"name":"Allowed to invite new users","help":"they can invite others too."}]},{"step":4,"title":"Confirm and click Invite","body":["Tick **I am authorised to provide these details according to Terms & Conditions and Privacy Policy** and click **Invite**. Exacc shows \"User invited successfully!\".","If they are not an administrator, Exacc opens their **Permissions** so you can set their roles straight away (next step)."]},{"step":5,"title":"Set their roles","body":["On the **Permissions** tab, switch on or choose a level for each role they need. Roles add up: if you select **Customer Own** and also **Invoicing Manager**, they can work with all customers. The ⓘ next to a role lists exactly what it unlocks.","To match someone else, use **Copy permissions from another User**. When done, click **Save All Changes**.","Some roles work only for particular customers; for those, pick them under **Linked Contacts** and click **Save**."],"url":"https://app.exacc.au/{dbId}/users-list"},{"step":6,"title":"They accept","body":["They receive an email with a link. New to Exacc? The link opens sign-up with their details already filled in (see **Create your Exacc account**). Already have an account? They just log in.","On their dashboard they see **Business Account Invitation** and click **Accept**. The business file then appears in their list."]}],"sections":[{"heading":"Invitation not received?","body":["Ask them to check spam first. To send it again, open **Manage › Users › Users**, click their name and use **Resend Invitation** at the top of their page (shown while they are still pending). Resending needs an administrator who can also add users."]},{"heading":"Managing people later","body":["**Manage › Users › Users** (**Users and Employees**) lists everyone, filtered by **User Status** and **Employment Status**. From a person's row you can:"],"list":["open them to change details and **Permissions**, or **Grant Admin access** / **Remove Admin access** (administrators only; the owner always stays administrator);","**Copy to another Business File**, with their permissions and employee record;","**Delete User**, which works only if nothing in the file refers to them; otherwise deactivate them or merge them."]},{"heading":"Merging duplicates","body":["**Merge Users** moves everything that refers to the **Retired User** onto the **Remaining User**, except payroll and employment data, and can delete the retired one. Administrators only."]},{"heading":"Asking employees for missing details","body":["**Request Information** checks all active employees for missing details, such as super fund or bank account, and emails each person what is missing."]}],"faqs":[{"q":"What is the difference between inviting someone and creating them internally?","a":"An invited person gets their own login to the business file. An internal user is a record only, for example an employee you pay who never logs in. You can invite an internal user later."},{"q":"Does the person need to pay for Exacc?","a":"No. Exacc charges per business file, not per user."}],"related":["https://exacc.au/help/create-internal-user/","https://exacc.au/help/manage-subscriber-account/","https://exacc.au/help/create-exacc-account/","https://exacc.au/help/connect-claude-chatgpt/"],"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."}