How to add a user in Reckon One

Make sure this is the right route. Adding staff is how Reckon gives access to people who work within the business. Reckon says not to use it for third parties such as a bookkeeper or your accountant. For them, and for an app developer, the book is shared from My Products, which gives access to the book without opening your portal to them. The how-to on inviting your accountant covers that route.

The person must already have a valid Reckon Customer Portal account with a profile set up. Reckon can't add them to a book until they do, so ask them to create one first if they haven't. Have their email address ready, or their portal username if you know it.

A new book starts with one user, the person who created it, who has the Administrator role by default. Decide two things before you add anyone. First, whether they should be an Admin or a User of the Portal itself. Second, which books they need and what role they should hold in each one, since the role you tick sets their permissions once they open the book. One staff member can be given access to several books.

1. Sign in to the Reckon Customer Portal. If you're already working in a book, click the arrow beside the book name at the top left and choose Manage subscription in Portal.
2. In the Portal's side navigation, click Account, then Staff.
3. Click Add staff.
4. Enter the person's email address, or their username if you know it.
5. From the Portal Role dropdown, choose Admin or User.
6. Click Next. The User Permissions screen opens with a list of Application Permissions.
7. On the line for the book the person needs, click the Edit pencil icon.
8. Tick the box next to the role you want them to have in that book, then click Save.

As soon as you save, the staff member can open the book in Reckon One with the role you chose. Because access starts straight away, Reckon asks you to double-check the role and permissions before saving.

To take someone's access away later, go back to Account, then Staff, click the three-dot menu on that person's row and choose Remove. Their access to the book ends, though Reckon keeps them as an active staff member in the Portal.

Adding staff is separate from owning the book. The Reckon One area of the portal has its own option to transfer ownership, which Reckon describes for cases such as the business being sold or the owner no longer working with it. There's also a separate option for sharing a book with Reckon's technical support team when they need to look at it.

If the person can't be added, check that they have created their Reckon Customer Portal account; Reckon's help has instructions under Creating a Portal account. If the person you're adding is outside the business, use the Share with option on the book instead of Staff. For other problems, Reckon points to its Community forum or a support ticket.