Edit and delete users

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.

Only users with Administrator role and permissions 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 Status.

3. Click the user's name.

4. Under Access, select only those areas you want the user to access.

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 (Online Admin or Advisor).

Only someone with the Owner user type can change another user's user type. An Owner can change:

• a File user to an Online Admin or Advisor

• an Online Admin to an Advisor.

An Owner can also downgrade a user, for example, from Online Admin to 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

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 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 your business has only one user with the Administrator role and permissions, you'll need to create a replacement administrator before you can delete the first one. Administrators can't delete themselves.

 Only users with Administrator role and permissions can delete other administrators.

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.

Only users with Administrator role and permissions can remove a user's access. When you remove a user's access, they won't be able to sign in to your MYOB file unless you resend them an invitation. If you only want to temporarily remove their access, deactivate the user instead (see 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. To view them in your user list, click Status on the Users screen and choose the Access Removed option.

To resend an invitation to the user whose access has been removed, click Status on the Users screen and choose the Access Removed option.

The user will be listed and you can click Resend Invitation.

Only users with the Administrator role and permissions can delete other users.

Users can be deleted if they:

• have not recorded any transactions in MYOB, and

• are not assigned the Administrator role and permissions.

If the user can't be deleted and they haven't been assigned the Administrator role and permissions, they can be made inactive instead. See the next task for details.

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.

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 users with the Administrator role and permissions can deactivate or reactivate other users. Users who are assigned the Administrator role and permissions cannot be made inactive.

To deactivate 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 made inactive.

5. Select the option Inactive user. If you can't select this option, either you're not signed in as as an administrator, or the user you're trying to make inactive is assigned the Administrator role and permissions. See the FAQs below for more details.

6. Click Save.

To reactivate 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. Select the option Show inactive.

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

5. Click the name of the user to be reactivated.

6. Deselect the option Inactive user. If you can't select this option, you're not signed in as an administrator. See the FAQs below for more details.

7. 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.

You need to be signed in as an administrator to be able to make other users inactive. Also, the Inactive user option won't be selectable if the user you're trying to make inactive has been set up with the Administrator role. To allow this option to be selectable, you'll need to change the user's role.

1. Click the settings menu (⚙️) and choose Users and permissions.

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

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

4. Deselect the Administrator role.

5. Select any other role.

6. Click Save.

7. Click the name of the user again.

8. Select the Inactive user option.

9. Click Save.

If a user or advisor changes their email address, you'll need to deactivate the user then re-invite them using their new email address.

For any advisor added to the file before it was upgraded from old to new MYOB Essentials, the Email column on the Users page will only show the domain of the email address and not the entire email address.

For example, jim@bobsaccounting.com will appear as bobsaccounting.com

This is to keep the Users page easier to read. Rather than listing multiple advisors only one will appear. This doesn’t affect the user's sign-in process (they'll still need to enter their full email address).