CAUTION: An Authorised User must be a named individual. It is important to use named users, as it provides a clear audit trail of who has undertaken activity on your site or data.
You should not create generic user accounts that can be used by more than one person. If we notice that generic user accounts are being used on a site, then the user account will be locked and one of our team will contact you to discuss your additional user licence requirements.
You should not use temporary or disposable email addresses for user accounts, such as Yopmail and Mailinator. Where you require a user to support a 3rd party solution via the API please check here for further guidance.
This applies to email addresses also and should not be a group or generic email address, for example [email protected]
Assign users to your site from Sage Provisioning Portal
You can assign user roles within the Sage Provisioning Portal. Only users with administrative access in the Sage Provisioning Portalcan add users.
It's up to you how you organise your users and what level of access to give to each user. Smaller companies might want to manage things in a flat structure, and assign all users as customer operations agents so that they can perform backups as required. In a larger organisation, you might want to restrict that activity to only one or two users.
You can have the following types of users in the Sage Provisioning Portal:
This should be the main contact between your organisation and Sage. They can:
Add users with the rolesCustomer AdministratororCustomer Operations Agent.
Accept terms and conditions.
Download and install theSage 200software (Sage 200 App).
Click on the link for theSage 200 Web Clientto accessSage 200workspaces in a web browser. You must have purchased web user access and enabled this withinSage 200.
Use this for additional users who also need to access your site in the Sage Provisioning Portal, for additional tasks such as backing up data. They can:
Access your site details.
Backup company data.
Add users with Customer Operations Agent role (administrative) or Customer User role (basic).
Assign users to companies.
Remove users from companies.
View software terms & conditions.
View audit history of actions performed on the site.
Lock and unlock users.
Delete users.
Download and install the Sage 200 Standard software (Sage 200 App).
Access Sage 200 workspaces in a web browser. You must have purchased web user access and enabled this within Sage 200.
Use this for accountants who need to access your site usingSage 200applications.
An accountant cannot log in toSage Provision Portalor trial products in the portal.
How many users can I have?
You can assign as many users as you need to your site. If you have more than one company per site, you can choose which users access which companies from within theSage 200 software.
NOTE: Sage 200 is tested with up to a maximum of 50 concurrent users , including both App users and Web users.
When you set up your site you choose the number of App users and Web users to include in your subscription.
App users are people that can access theSage 200desktop software. The number ofApp Usersthat you specify on your site should be the total number of users who can be logged into theSage 200desktop software at any one time.
All the App users who are assigned to the site and the company (if you have more than one) can access the desktop software. For example, if you have a licence for 5 App users, you can still assign 10 users to your site, but only 5 of these can be logged in to theSage 200desktop app at the same time.
You can also set access rights for each of these users in theSage 200desktop app.
Web users are users who can access parts ofSage 200via web browser, such as theSelf Service web app. You are charged per web user as part of your subscription, but a web user costs less than a full app user.
You can have up to 100 web users per site. You specify the number ofWeb Usersyou require on your site. This is the total number of users that can be assigned web access. Unlike the desktop app, this isn't related to whether these users are signed into a web app or not.
NOTE: You don't need to be set as a Web user to access the Web Portal. The Web Portal can be used by any user that has access to your company.
It's useful to assign web access to users who don't need to use theSage 200desktop app. These might be:
Budget holders or heads of department so they can check their spend against budget.
Staff who need to complete requisitions for purchases.
Staff who need to authorise purchase requisitions or purchase orders.
Finance managers so they can see the current financial position of your organisation.
Sales people so they can see details of customer accounts and enter orders whilst away from the office.
You can have up to 100 web users per site. You specify the number ofWeb Usersyou require on your site. This is the total number of users that can be assigned web access. This isn't related to whether these users are signed into theSelf Service web appor not.
It's useful to assign web access to users who just want access to data fromSage 200, or who need to enter orders when they're away from the office.
You decide which users assigned to the site have web access from within the desktop app.
Enter the user name. Two entries make up the user name:NameandLastName. NOTE: The user name is used to identify the user in Sage 200. So if you have more than one user with the same name, you must differentiate between them using middle name initials or numbers.
Enter the user'sEmail address. NOTE: You should not use temporary or disposable email addresses for user accounts, such as Yopmail and Mailinator.
TheOrganizationis pre-filled automatically with the information provided when subscription was set up and you can't change this.
Select the user'sRole. You can select more than one role for a user. Depending on your ownSage Provision Portalrole, you'll be able to add users with different roles: If your role is Customer Administrator, you can add users with the Customer Operations Agent role or Customer Administrator role. If your role is Customer Operations Agent, you can add users with the Customer Operations Agent role or Customer User role. TIP: If your role is Customer Administrator but you need to add users with Customer User role, you can edit your own user details and select the Customer Operations Agent role. You will then be able to add users with the Customer User role.
SelectSave. NOTE: An email is sent to the user that will invite them to register and activate their account. The user will initially have a status of Inactive. Once they register their account, their status is set to Active, and you can assign the user to a site.
If the user has more than one role, select the user'sRolefor the company access. For example, Customer Operations Agent or Customer User. NOTE: A Customer Administrator cannot be assigned to a company, or assign other users to companies.
NOTE:This process means the user will no longer be assigned to the site. You can assign the user again if you need to, as they are only removed from the company access and not form the list of site users.
NOTE: We recommend that you regularly review your user list.
CAUTION: An Authorised User must be a named individual. It is important to use named users, as it provides a clear audit trail of who has undertaken activity on your site or data. 
TIP: If your role is Customer Administrator but you need to add users with Customer User role, you can edit your own user details and select the Customer Operations Agent role. You will then be able to add users with the Customer User role.