andWelcome to the Fit Small Business Xero
training course. In this lesson we're
going to cover how to invite multiple
users to Xero. To follow along with me
log in to your Xero account now or click
the link below this video for a free
30-day trial of Xero. You can also click
this link to access our full Xero course
and other helpful resources.
Let's get started.
Most accounting software programs allow
you to give other users access. This is
helpful since you can give employees
user accounts, as well as an outside CPA,
and control what each individual has
access to. Generally the more folks you
give access to, the more you have to pay.
However, Xero offers something that its
closest competitors do not: you can give
an unlimited number of users access to
your account without incurring any
additional cost.
Once you have granted a user access to Xero,
they will be able to log in from their
office without having to bother you.
In this lesson, we will discuss the user
roles available, the ideal user for each
role, and how to send them an email
invitation to access your data. So let's
go ahead and go into Xero by clicking on
the settings option and selecting
general settings. Right below the
organization section we can go ahead and
click on users. And as you can see we
have a few users already set up. And so
we'll go ahead and click on invite a
user to set up a new user. So there are
four primary sections in this screen.
We've got our first section which is the
new user details where you want to enter
the first and last name of the new user
and their email address. The second
section is the access to accounts or key
tasks that we can actually give access
to. So those are going across here. The
third section is actually the user roles.
So we've got five listed here and then
the last section is this section down
here where there's additional permission.
So let's start with our key tasks or
areas of access. So starting with bank
reconciliation, this level of access
allows the user to add, modify, or delete
banking transactions, as well as
reconcile bank accounts. The standard and
advisor roles are the only two users
that have bank reconciliation access. So
as you can see in this column, the other
three users have x's, and we've got
standard and advisor where we can
actually give access to bank
reconciliations here. You also notice in
the drop-down where it says non-cash
coding and cash coding here. You can
learn more about cash coding by checking
out the How to Reconcile Downloaded
Banking Transactions lesson. Click here
to access this lesson. Alright next
column here, invoices. This level of
access allows a user to add, modify, and
delete customer invoices and supplier
bills. It also allows access to view
sales and purchase reports, as well as
print or email invoices. Standard advisor
and invoice only roles have some form of
access to invoices. In the next section
we will discuss in more detail the
access level for each user role. Edit
settings: this access allows you to set
up your organization in Xero. This
includes but is not limited to the
organization and financial sales tax
lookup, invoice settings, the ability to
add and edit payment services, the
ability to turn on inventory tracking.
You can set up and update conversion
balances with this access and finally
import and export a chart of accounts.
This level of access is limited as you
can see to the advisor and the standard
roles here. View reports: this level of
access allows the user to view print and
customized reports. In the next section
we will discuss in more detail the
access level for each user role. Publish
reports: the only user that can publish
reports as you can see here is the
advisor. To publish a report simply means
to take a snapshot of the report and
save it so that it is no longer editable.
This could be a great tool to use once
you have completed closing your books.
You can publish key financial statements
like the income statement, balance sheet,
and cash flow statement, so that if any
changes are made you can always go back
to the publish reports. The next tool
lock date is a great one to use so that
you can be certain that no changes will
be made once you have closed your books.
Similar to publish report, only the
advisor has access to lock dates. The
lock date feature allows the user to
stop anyone from making changes to
transactions for a past period. For
example, let's say that it's January 15
2017, Acme Web Post Plus is confident
that all transactions for the previous
year, 2016, have been entered into Xero.
Acme has given their CPA an advisor user
role so that she can log in and review
the book and prepare the tax return. To
ensure that no one on the Acme staff
except those with an advisor role
accidentally enters any transactions for
2016, the owner has set up a lock date to
prevent this from happening. While the
staff can enter transactions dated
January 1st and after, they will be
locked out from entering transactions
dated December 31st 2016
and prior unless they have the advisor
user role. Please note that you can also
set lock dates that will stop all users
including advisors from entering
transactions. You can find more
information on this by clicking the link
below. There are a total of six user
roles five you can see here: none, read
only, invoice only, standard, and advisor.
And the sixth one is subscriber which
we'll talk about.
So let's chat about the advisor role.
First, this user role has full access to
Xero. As you can see this includes but is
not limited to the bank reconciliation
invoices, view reports, published reports, and
lock dates. This role is ideal for the
business owner and an accountant who is
responsible for all bookkeeping tasks.
The standard role one step below the
advisor role is very similar to the
advisor role, with the exception that the
standard user cannot lock periods or
publish reports. This role is ideal for
a tax professional that prepares your
tax return, and a bookkeeper who you
don't want to give access to lock dates
and publish reports. You can learn more
about how the report settings work for
this user by clicking the link below.
Invoice only: this user level is limited
to just someone who needs to create
invoices and/or supplier bills with no
access to bank accounts or reports. There
are four levels of access for the
invoice only role starting with draft:
only this user can add, copy, and save
invoices, bills, quotes and purchase
orders. They can submit these documents
for approval and make modifications as
long as they have not been approved.
After approval they will be able to view
any transactions that they have created.
This role is great to give to someone
who is brand new to your company, or
someone whose work you prefer to review
and approve first before it goes out to
a customer or supplier. Approve and pay:
on top of being able to do everything
that a draft only user can do,
the approve and pay user can also create
repeating invoices, add tracked and
untracked inventory items, approve
invoices, bills, credit notes, quotes, and
purchase orders and view and pay bills
created by other users. They can also
record customer payments on invoice.
This role can be given to someone who is
more of a senior accountant or
bookkeeper who you have enough
confidence in that you do not need to
review their work before it goes out to
a customer or a supplier. Sales only: this
user role has the same access as approve
and pay except that it is limited to
just sales transactions only. This
includes all quotes, invoices, and credit
notes created by the user and other
users. This user role is ideal for
someone who is solely responsible for
managing accounts receivable like an AR
clerk. Purchases only: this user role has
the same access as approve and pay except
that it is limited to just purchase
transactions only. This includes all
purchase orders, bills, and credit notes
created by the user and other users. This
user role is ideal for someone who is
solely responsible for managing accounts
payable like an AP clerk. The read only
role allows the user access to view most
areas of Xero, but it does not allow them to
edit any information. The read only role
is ideal for someone who does not need
to enter or edit information in Xero,
like a business partner who is not
involved in the day-to-day business. None:
select this option if you are giving
someone payroll admin permissions, which
we will cover in detail later on.
And finally the role that is not shown
here is subscriber. This role is
automatically assigned to the person who
set up your organization in Xero. By
default the subscriber is assigned the
standard plus all reports access. So this
role here.
However the subscriber can change his or
her role to advisor if needed. The
subscriber is the only user who can
change the pricing plan, cancel your Xero
subscription, start a direct bank feed, and
update the billing and payment
information for your Xero account. Please
note, if possible this role should always
be maintained by an owner or an officer
of the company. Last but not least is the
extra permissions section. Here there are
three additional permissions that can be
added to a user role. The first one is
manage users: this permission can be
added to the standard or advisor roles.
With this access, you can add a new user,
change their permissions, or delete a
user from Xero. Payroll admin: this role
has access to manage all aspects of
payroll including employee details,
running payroll, and reporting. You can
add this permission to the standard or
advisor roles. You can also give a
non-standard or advisor role this access,
provided they've been invited to your
payroll as an employee. This would be
ideal for someone who manages all
aspects of payroll for your organization.
And finally contact bank account admin:
this level of access allows the user to
make changes to the bank account
information that you have on file for a
customer or supplier contact. We
discussed how to enter this information
for batch payments in the how to set up a
supplier lesson. You can click here to
access this lesson. Once you have made
your selections for your new user you
want to go ahead and click the continue
button. This is a message that the new
user will receive. You can actually
personalize it if you'd like to directly
in this screen, or just use a default
message that is shown. And once you are
satisfied with the message, go ahead and
click the send invite button. And our
invitation has been successfully sent.
Once an email invite has been sent to a
new user, it will show a status of
pending here. Once the invitation has
been accepted, the status will change to
active. As you can see,
once you setup users you can add them at
any time by repeating the steps that we
walked through just a few minutes ago.
You may also modify user permissions,
delete a user who you no longer want to
have access to your organization, and you
can resend an invite to a user if
they've never received it. So to edit or
delete a user or re-send an invitation,
you simply want to go ahead and click on
the user's name. And in this screen you
can make any modifications that you need
to to the tasks that they have access to,
or perhaps add additional permissions if
needed. You can also delete the user here.
This is ideal for someone maybe who you
have to terminate or they no longer work
for your organization.
Once you've made the necessary changes
you want to make sure and just save them.
And for those users who are still in a
pending status, meaning they have not
accepted their invitation, you can
actually go ahead and resend the invite.
So a couple things to note about this is
the invitation must be accepted within
14 days. If it is not, then you absolutely
will have to resend the invite to the
new user. Make sure that you give them a
heads up that you sent the invitation so
that they can check their inbox and
their spam folder to see if they received
the email there. So to resend an invite,
you simply click this button resend
invite, and it will be resent. One other
thing I would note is double check the
email address that you have on file to
make sure that it is correct. That wraps
up the lesson on how to invite multiple
users to Xero. To access our full Xero
course or any of the other lessons in
this series, click this link. You can also
find a link below this video for a free
30-day trial of Xero. If you have
feedback about this course or if you
have any questions, please leave a
comment below. Also don't
forget to subscribe.