How to add a user in MYOB

Check that you're allowed to invite people. Your own user type controls it: an Owner can invite others and a File user can't. MYOB is still rolling out the ability for Online admins to invite other Online admins, so if that option isn't in your file yet, the Owner can send the invitation instead.

Have the person's name and an email address that hasn't been used for another user. MYOB won't accept a repeated address, because every user needs their own to work in the business at the same time as everyone else.

Decide what they should reach. Roles and permissions set which areas a user can work in: someone working on customer invoices might get Sales, several roles can be combined, such as Sales and Contacts, and the Administrator role opens every feature. The user type is the second choice. A File user works in the current business and can't invite anyone; an Online admin can also invite other users.

1. Sign in to your MYOB business.
2. Click the settings menu (the gear icon) and choose Users and permissions. A list of every user appears.
3. Click Create user, which opens the Create user page.
4. Enter the user's Name and Email.
5. In the Access section, select the roles and permissions this person needs.
6. Choose their User type: File user or Online admin.
7. Click Save and send invitation.

The person is added to the Users page with an invited status, and MYOB emails them. From that email they can accept using a new MYOB login or one they already have, or decline. Online admins are the exception: they aren't sent this email and don't need to accept anything to get into the file.

The Status column tracks each user from there. Active means they accepted. Invitation sent means they haven't yet, and can't open the file until they do. An unaccepted invitation turns to Invitation expired after 10 days. Inactive means their access is switched off for now, and Access removed means it has been revoked.

Invitations can be managed from the ellipsis (...) next to the user. Cancel Invitation stops the emailed link working. Resend Invitation sends a new link and the old one stops working, and it also works for a cancelled, expired or removed user you want back. Later changes to a user's name, roles or user type are made by clicking their name on the same page, and changing another user's name or roles needs the Administrator role.

A message saying there is already a user with this email means that address is taken. Select all the status filters to see the full list of users, find the person and check their status before deciding what to do.

Your accountant hasn't accepted after a few days? The invitation may have gone to the wrong address, so check it and resend. MYOB recommends against inviting people from their practice yourself. Someone in the practice with the right permissions can add them in their own practice software, and they need an email address on the same domain as the person you invited.

If you use AccountRight on the desktop with an online company file, go to the Setup menu and choose User Access, then click New User and select Create an online MYOB login for this user. Type the User name and Email, select Invite user to be an online administrator if they should invite others, select their roles in the Company file roles list and click Save and Invite User. User Access only appears for the company file administrator or someone with the Administrator role, and cancelling or resending an invitation is done on the Users page in a browser.