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User Management

Overview

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. It can be found by clicking your name at the bottom right-hand corner of the screen.
 

Jump straight to the applicable section:

New User Interface

Legacy User Interface

 

New User Interface

 

User management

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.

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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

blobid5.png denotes the user is Active, blobid5.png Denotes the User is Not Active. 

Click blobid5.png 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. 

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5
 MFA Clicking blobid7.png enables you to reset the users Multifactor Authentication (otherwise known as two-factor authentication) 

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User roles

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

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".


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When User management opens, Select the  blobid12.png  button along the top and follow the steps below:


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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

Editing A User Profile

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

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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. 

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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

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

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Practice Wide User History Register

{Image coming soon}

 

 

Editing your profile

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. 

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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. blobid19.png

 
5
 Save, Save & Close, Cancel These are associated with the shared elements throughout AccountKit.

 

 

Changing your password

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

 

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

 

 

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.

 

 

Legacy User Interface
 

User management

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.

mceclip3.png

 

Name: Simply identifies the user name and last login details. 
Xero Practice Manager Logo: Where this icon is showing, it's letting you know that this user is mapped to a user in XPM.
Email: This is the users email as well as their login user name.
Mobile: This is the optional users mobile number.

Status & Actions:

 

User Access - This icon communicates the current state of the user and facilitates administration of the user through a built in context sensitive menu.

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mceclip5.png User Currently has access. Options include:

  • Archive the user - when no longer working for the business
  • Disable access - when you want to temporarily disable access.
  • Unblock user - if they lock themselves out after too many failed login attempts, the practice administrator can unblock their account.

mceclip7.png User access has been temporarily disabled. Options include:

  • Archive the user - when no longer working for the business
  • Enable access - when you want to re-enable access.
  • Unblock user - if they lock themselves out after too many failed login attempts, the practice administrator can unblock their account.

mceclip8.png User has been archived. Options include:

  • Re-send invite - in the event that the invite has expired
  • Delete user - if they've never accepted an invite, they can be deleted.

mceclip9.png User has been invited, but has yet to accept. Options include:

  • Re-send invite - in the event that the invite has expired
  • Delete user - if they've never accepted an invite, they can be deleted.

 

2 Factor Authentication Status: This simply communicates whether 2FA has been setup or not. By selecting the icon, you have an option to reset their 2FA once again.

mceclip13.png

  • mceclip10.png 2FA is enabled, but has not yet been setup by the user.
  • mceclip11.png 2FA is enabled.

 

User roles | Legacy

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.
 

Practice Admin User can access everything about the practice and clients along with assign access rights; Can also setup / disable all user types. 
Partner User 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 for 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, setup or edit users or edit practice settings

 

Adding a new user | Legacy

Xero practice Manager connected to AccountKit

Where the user has been brought in via a sync with Xero Practice Manager, they'll be set as inactive with no invite having been sent.

  • Ensure the  Help_-_General_-_User_Managerment_-_Show_Archived.PNG  option is ticked at the bottom of the user management page.
  • Select the user you would like to activate.
  • Edit their details then press the "Re-Send Invite" button to issue the invitation to the user.

 

Xero Practice Manager NOT connected, or adding in new users.

To add a new user first click your name in the top right hand corner of the screen and then click User Management
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When User management opens, Select the  Help_-_General_-_User_Managerment_-_Add_New_User.PNG button and fill in the details as follows:


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Name: The users first and last name.
Email / Username: We recommend using their email address since this will be unique and standardised across the practice.
Mobile Phone & Phone Number: Optionally fill in the users mobile and standard phone number.
Birthday: This too is optional, but will enable the birthday dashboard to let the team know when it's their birthday so you can organise some cake!
Time zone : This enables correct date stamping of any work completed within AccountKit
Access Level: Select the level of authority you would like the user to have. See above for further details about the differences between roles.
Reports To: Identify who the user reports to (optional)
Personal Details: Select their gender and birthday
Date Format:  This just changes how dates are displayed within AccountKit (optional)
Sign in with Xero: This toggles whether they have an option to sign with Xero or not on the login page.
 
 
Once the above details have been completed, finalise the invite by...
  1. Ticking the box if you would like a copy of the invite email sent to you as well.
  2. Then press SEND INVITE

 

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 | Legacy

In the event you need to update user details or roles:

  • Select the user name to open their details blobid1.png
  • Make any changes as required blobid2.png
  • Press the 'Save' button

Archiving and disabling a user Legacy

    • From the 'User Management' page find the user you wish to archive or disable.blobid3.png
    • Select the blobid5.png Icon and choose archive or disable.blobid6.png

 

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

The practice administrator is able to review all user logs within each users 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.

Events captured include along with 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
  • Download of client sensitive data (client list or ATO lodgement list)

Editing your profile

Should you want to update any of your personal settings, follow the following steps.

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  • Select your username in the top right of your screen and choose the "My Profile" option.
    mceclip14.png

  • Once logged in, you can review and update:
    • Employee details - This is all your basic personal details.
    • Application settings and defaults - Basic defaults for how you want to use AccountKit, including your own signature and setting up / resetting your 2FA.
    • Integration settings - Here you can enable / disable any of your integrations.
    • Security logging - the history of your logins and resetting of 2FA and passwords.

  • Remember to press save to update any changes.

 

Change Your Password

  • Whilst on your profile page select the Help_-_General_-_User_Managerment_-_Change_Password.PNG button in the top right and follow the instructions
    Help_-_General_-_User_Managerment_-_Change_Password_Window.PNG
  • Press Update.


 
 
Shared Elements (Eg. Action Menu) Check out this link for various elements shared throughout the various toolsets.
Customising your Practice Settings Follow this link 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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