Partners: Adding and Managing Multiple Users & Permissions

Background

If you are an Accountant Partner with special pricing or a Franchisor, you can add and manage multiple users with permissions to one or more of your client companies.  For more information about adding your client companies, see Managing Your Clients in Patriot Software.

If you are not a Partner and are a direct customer of Patriot, see this help article Adding and Managing Multiple Users in Patriot.

How to Add and Manage Multiple Users as a Partner

1. Go to Settings > User Settings > Manage Users.
2. Click “Add New.”
3. Enter the user’s email address.  Patriot will send an invitation for the user to register.
4. Check the box “This user is an employee of my firm” to indicate your staff members. Checking the box will allow your employees to contact Patriot support and receive information on the account.
5. Select the companies this user will have permission to access.  You can select one, some, or all of your clients, plus your own firm. If you have multiple clients, you can give access to and add or remove permissions in bulk.
6. Click “Invite User.”

At this point, you will be taken back to the “Manage Users” page.  This user’s status will be “Pending” until the user receives their registration email and completes the sign-up process. User invitations are valid for seven days.  After seven days, they will automatically expire.  You can resend the invitation if needed.

What the new user sees:

The user will receive an email from Do-Not-Reply@PatriotSoftware.com with the subject line, “Welcome to Patriot Software!”

1. In the email, the user should click the link to finish their registration.  
2. The registration page will open.  
3. The user will enter their first and last name, and select their username and password and MFA, or can use their existing login credentials if they already have one in Patriot.
   • See our help article,” Multiple Company Access,” and, ” Setting Up Multi-Factor Authentication,” for more information.
4. Once the user has completed their registration, they can now log in and access only the companies you have given them access to administer.
5. If this user has access to more than one company, the user will see the company switcher at the top of the page.  Only companies that they can access will appear in the list.  
   • If this user only has access to one company, there is no option to switch companies at the top of the page.  They will be automatically logged in to only that company.

Permissions You Can Give to New Users

There are some pages that you will be able to allow or restrict based on the permissions you have given to a new user.  The permission type can be selected as the same for all companies or different for each company. 

User Permissions that can be granted:

• Manage Company Info  – Edit Company information
• Payment Settings – Edit billing and bank account information and direct deposit settings
• Manage Companies – Create new companies under the umbrella
• Manage Users  – Create new users and give them permissions
• Partner Center – Manage Partner Program functions
  For Payroll:
• Full Access for All Payroll
• View Payroll Reports
  For Accounting Premium:
• Sales & Customer Management
• Payables & Vendor Management
• Edit Vendor Bills
• Delete Vendor Bills/Payments
• Financial Tasks
• Receipts/Documents
  For Contractors/Vendors 1099:
• Create/View/Print 1099/1096

User Restrictions

There are some restrictions when more than one user is working on the same page at the same time, such as running a payroll or editing information, that will prevent a user from continuing.  This is a safety feature that will lock out a user until the first user has completed the task. In this case, the user will see a message that this page is currently in use.  

Resending and Canceling User Invitations

When a user’s invitation is still pending, meaning, they have not yet completed their own user sign-up process, you may either resend the invitation or cancel the user invitation.

1. Go to Settings > User Settings > Manage Users.
2. Click “Edit” at the end of the row.
3. At the top of the page, click either “Resend Invite” or “Cancel Invite.”

If you cancel a user invitation, the link in the user’s email invitation becomes invalid, and they will not be able to sign up as a user.  The user will be removed from your “Manage Users” list.

How to Remove User Access

If you no longer wish to grant a user access to Patriot Software, on the Manage Users page, click the Edit icon at the end of that user’s row.

1. Go to Settings > User Settings > Manage Users.
2. Click “Edit” on the user you want to inactivate
3. Under the Status drop down, change from Active to Inactive.
4. Click “Update User Access.”

You can toggle the “Show Inactives” switch at the top of the list to either include or exclude users who have access to the account.

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