Change user details and access

You can change your own name, but only users with Administrator role and permissions can change another user’s name.

1. Sign in to MYOB via app.myob.com

2. Click the settings menu (⚙️) and choose Users and permissions to display a list of all users.

3. If you need to, filter the list by keyword search or Status.

4. Click the user's name. Unless you're an administrator, you'll only be able to change your own user name.

5. Change the user's name.

6. When you're done, click Save.

Roles and permissions control the parts of your MYOB business a user or advisor can access. For example, a user with the Sales role can only access sales-related functions and reports. But the Administrator role gives a user access to all features and functions.

Only users with the Administrator role can change another user’s access level. An Administrator can't change their own access level.

1. Click the settings menu (⚙️) and choose Users and permissions to display a list of all users.

2. If you need to, filter the list by keyword search or User status.

3. Click the user's name.

4. Under Access, select the Roles and permissions for only those areas you want the user to access.

   

   You can select multiple roles if you want, like Sales and Contacts. More about roles and permissions

5. When you're done, click Save.

A user's user type determines whether they can access the current file (a File User) or all files with the same serial number (Owner, Online Admin or Advisor).

Owners can change the user types of other users. For example, they can change a File User to an Online Admin or Advisor, and they can change an Online Admin to an Advisor or File User.

You might change the User Type if you have invited your accountant or bookkeeper as a File User or Online Admin. Or, you may want to give Online Admin rights to a File User so that they can access all files under the serial number or apply for a bank feed.

1. Sign in to MYOB via app.myob.com using your Owner sign-in details.

2. Click the settings menu (⚙️) and choose Users and permissions to display a list of all users.

3. If you need to, filter the list by keyword search or Status.

4. Click the user's name.

5. In the Access section, choose a different User Type:
   

   
   User Type field greyed out? You need to be an Owner or Online Admin user to change the user type.

6. Click Save.

What happens next?

When you update:

• a File user or Online Admin to an Advisor, they will be removed from the Users page and converted to an Advisor login based on the user's email domain.

• a File user to an Online Admin, they will receive an automatically generated email that their 'Access to the MYOB Business has been cancelled'. They will now have Online Admin access to the file.
  
  

If you want to temporarily remove a user's access to your MYOB file, they can be made inactive. This allows you to easily reactivate the user when you want to give them access again. If you want to permanently remove a user's access, see the steps above.

Only an Owner, Online admin or Advisor with the Administrator role can make another user inactive or active. Users who are assigned the Administrator role and permissions cannot be made inactive.

To make a user inactive

1. Sign in to MYOB via app.myob.com as an administrator.

2. Click the settings menu (⚙️) and choose Users and permissions to display a list of all users.

3. If you need to, filter the list by keyword search or Status.

4. Click the name of the user to be made inactive.

5. Select the option Inactive user.

   
   Inactive user greyed out?

   If you can't select this option, the user you're trying to make inactive is assigned the Administrator role. Change their role to another role, like Sales, save it and reopen their record. You should then be able to select the Inactive user option.

6. Click Save.

To make an inactive user active again, open their record, deselect Inactive user and click Save.

You can remove user's access to an MYOB file. This only removes their user access, it doesn’t delete their MYOB account.

When you remove a user's access, they won't be able to sign in to your MYOB file unless you send them a new invitation. If you only want to temporarily remove their access, make them an inactive user instead (see above).

Whose access you can remove depends on your user type

Your user type controls whether you can remove user access for another user (it doesn’t determine whether you can remove your own access).

For example, an Owner can remove others, but a File User can't.

Changing the Owner user 

When there is only one Owner, their user access can't be removed. The Owner must transfer ownership to another user first. If there is more than one Owner on the file, an Owner can remove their access (see 'Remove your own user access', below).

To remove a user's access

1. Sign in to MYOB via app.myob.com as an administrator.

2. Click the settings menu (⚙️) and choose Users and permissions to display a list of all users.

3. If you need to, filter the list by keyword search or Status.

4. In the Actions column, click the ellipsis (...) and choose Remove Access for the applicable user.

   

5. At the confirmation, click Remove. The user's access is removed. If the user was an Online admin or Advisor, their access is removed from all files under the serial number. To view them in your user list, click Status on the Users screen and choose the Access Removed option.

If you want to send a new invitation to a user whose access has been removed, click the Access Removed status. Click the ellipsis for the user and choose Resend Invitation.

More about resending an invitation

You can remove your own access to an MYOB file. This only removes your user access, it doesn’t delete your MYOB account. 

Users with these user types can remove their own access: 

• File Users (with the Administrator role)

• Online Admins 

  An Advisor can't remove their own access – an Owner, Online Admin or Advisor with the Administrator role must remove their access.

Owners

Owners can remove their own access only when another Owner is listed in the file. When they do this, it removes their access to all files under the serial number.

If you’re the only Owner, transfer ownership to another user first. Your access will automatically change to Online Admin, allowing you to remove it.

1. Sign in to MYOB via app.myob.com. 

2. Click the settings menu (⚙️) and choose Users and permissions to display a list of all users. 

3. Find your name in the list of users. 

4. In the Actions column, click the ellipsis (…) and choose Remove Access. 

5. Check the details in the confirmation message, then click Remove. 

The confirmation message shows the file, your user type and what happens when you remove your access. Removing your access can’t be undone. 

What happens next? 

Your access to the selected MYOB file is removed. Your current session for that file ends, and you’re redirected to the business list. If you're a File user and have been given access to other files, you keep access to them. If you're an Online Admin or Owner, your access is removed from all files under the serial number.

If you want to access the file again, you’ll need to be invited again by another user. 

Use this option when you've invited a user, but they haven't accessed the file yet. If a user has accessed the file, make them inactive or remove their access instead.  

Only some user types can delete users. An Owner can delete all users, except Owner – an Owner can transfer their ownership to another user. An Online Admin or Advisor can only delete a File User.

If you can’t delete a user because they have the Administrator role, change their role to a lesser role (like Sales), then try deleting them again.

To delete a user

1. Sign in to MYOB via app.myob.com as an administrator.

2. Click the settings menu (⚙️) and choose Users and permissions to display a list of all users.

3. If you need to, filter the list by keyword search or Status.

4. Click the name of the user to be deleted.

5. Click Delete.

6. At the confirmation message, click Delete.

Deleted a user accidentally? Oops! Just set them back up as a new user.

1. First, create a new user (see Inviting a user to your MYOB business) or choose an existing user and give them Administrator role and permissions (see "Change a user’s access level" above.

2. Sign in to MYOB via app.myob.com as the new administrator user.

3. Click the settings menu (⚙️) and choose Users and permissions to display a list of all users.

4. Click the name of the old administrator (the one being replaced).

5. Do one of the following:

6. When you're done, click Save.

1. Log into My Account with your current email address and password.

2. Click the dropdown menu in the top-right corner and choose Account security.

3. In the Sign in section, click Change for the email.

4. Enter the new email address and password.

5. Click Submit.

6. If prompted, complete two-factor authentication.

7. Log in using the new email address.

If a user needs to change or reset their password, the process is similar.

1. Sign in to My Account with your current email address and password.

2. Click the dropdown menu in the top-right corner and choose Account security.

3. In the Sign in section, click Reset next to the Password. An email is sent to the email address you sign in with.

4. Click here in the email and follow the onscreen prompts to reset your password.