If you've more than one person processing in Sage 50 Accounts, you can easily set up a login for each individual user. By doing this you can keep track of each user's activity and control which areas they access.

On multi user versions of Sage 50 Accounts, you also need individual users set up so more than one user can process in a company at any one time, and also to grant them Remote Data Access.

Using Sage 50 Accounts v26 or below? Please refer to our guide for earlier versions.

NOTE: Your licence determines how many people can log on at the same time. To check how many users you have a licence for, when logged into Sage 50 Accounts click Help, click About, then under Licence Information look for Users.  To add more users to your licence, just leave your details and we'll get in touch.

Create a new user

TIP: In Sage 50 Accounts v27 and above only the Manager logon name, a user who is configured as an Administrator, or an Accountant/Bookkeeper user has been granted the ability to add new bookkeeper/accountant users via Remote Data Access can set up new user accounts. See Step 3 below for more information on user types. Administrator accounts must have a password  and cannot be created without one.

1. Log into Sage 50 Accounts as the Logon name MANAGER.
   
   
   
   
2. Click Settings then click User Management and click Users.
   
   
   
   
3. Click New then click the required user type then click Continue.
   

   Standard	Can limit access to other areas in the software. Standard users cannot manage other users.
   Accountant or Bookkeeper	Grant access to company data, if required you can also allow them to create and manage other Accountant or Bookkeeper user types, just select the option at the bottom of the Remote Data Access page when setting up their profile. The Accountant or Bookkeeper must be using Sage 50 Accounts Client Manager.
   Administrator	This user has full access to company data and can perform most user management functions.
   Read Only	In Sage 50 Accounts v28.1 and above, you can select this option to set up a read only user. Read more >

4. In the User Profile window enter the following information:
   

   Create a user name	Each person using the software must have a user name. The name can use upper or lower case characters, spaces or numbers
   Password not required	Select this option if you don't want this user to have a password. The option is only available to a standard user type
   Require password change at next login	Select this option if you want the user to change their password next time they logon to this company
   Create Password / Confirm Password	Adding a password to a user name is optional but does provide extra security TIP: Individual users can manage their own password from Settings > User Management > Change Your Password.

5. Select the areas in the software you want the user to have access.
   
   To do this, select the boxes for the required areas. To grant access to all areas, click Select All.
   
    NOTE: For administrators, this window doesn't appear as they have full access by default.
   
   
6. Once complete, click Continue.
7. If your data is shared using Remote Data Access, and want this user to access this company remotely, click Allow Remote Data Access then fill in the their User details.
   
8. Check the User Summary then click Save and click Close.

Edit a user

NOTE: Only the MANAGER logon or an administrator can amend each user.

1. Click Settings then click User Management and click Users.
   
   
   
   
2. Select the user whose access rights you want to amend then click Edit.
3. Click the required option you want to amend on the left:
   

   User Type	Choose the type of user. Only the manager or an administrator has permissions to change the user type Standard - Basic processing, you can choose which modules of the software they can access Accountant or Bookkeeper - Access to company dta and access to add further accountants or bookkeepers Administrator - Full access to all functions. Administrator accounts must have a password  and cannot be created without one. Read only - View data but cannot post
   Profile	To change the password settings click Change Password
   Level of Access	Select the areas in the software you want the user to have access to If you withdraw access from certain options in the software, access may also be withdrawn from associated options NOTE: This option is only available for Standard and Accountant user type. Manager and Administrators automatically have full access.
   Remote Access	Amend the user's remote access settings
   Confirmation	This gives you a chance to check the settings before you apply them

4. Click Finish then click Save and click Close.

Delete a user

NOTE: Before you can delete a user, they must be logged out of the software. This completely removes the user from the company. If you just want to remove the user from being logged into the company in active session, this can be done via Settings > User Management > Active Sessions.  

Only the MANAGER logon or an administrator can delete a user.

1. Click Settings then click User Management and click Users.
   
   
   
   
2. Select the user whose access rights you want to amend then click Delete.
3. You are asked if you are sure you want to delete the user. Click Delete user.
4. Click Close.