Users and Accountants
Company users work inside one company's subscription; an approved accountant can switch between separately authorised client companies.
Invite a team member
- Go to Company > Users and select Invite User.
- Enter the person's full name and email address.
- Select the role. A company administrator can manage the company; a standard user has more limited access.
- Select Send Invite. The user receives a link to set their password.
The subscription includes up to three company user accounts. The Users page shows seats used and remaining invitations.
Change or suspend access
Open the user, update their name or role, and use Save Changes. Clear Active (can sign in) to revoke sign-in without deleting the identity. Use Resend Welcome Email when an invited user has not completed setup. You cannot delete your own account while signed in.
Choose a password
Length matters more than punctuation. A phrase of thirteen characters or more needs nothing else: no capital, no number and no symbol. "my favourite coffee shop" is a valid password and is easier to remember than a mangled word. A password shorter than thirteen characters needs all four: a capital letter, a small letter, a number and a symbol.
Some passwords are refused whatever their length: the same character or short sequence repeated, a straight run along the keyboard or the alphabet, and the passwords that appear at the top of every guessing list, including dressed-up versions of them. The message names the rule you tripped.
Turn on two-step verification
Two-step verification asks for a six-digit code from an app on your phone as well as your password. It is set per person from your own profile, so turning it on protects your sign-in and does not change anyone else's. You need a free authenticator app: Google Authenticator, Authy, 1Password and Microsoft Authenticator all work, and none of them charges for this.
- Select your name, then Security.
- Select Set up two-step verification and scan the QR code with your authenticator app. If you cannot scan it, type the key shown beside it into the app instead.
- Enter the six-digit code the app shows and confirm. Nothing changes until this step succeeds.
- Save the eight recovery codes. Download or copy them and keep them somewhere other than the phone.
Switching it off later needs your password and a current code, so an open session left unattended is not enough to remove it. You can generate a fresh set of recovery codes from the same screen at any time, which cancels the old ones.
Invite an accountant
- Go to Company > Accountant Access.
- Enter the accountant's registered OxyAccounting email.
- Choose how much they can do. Full access is the default; the other two are described below.
- Select Send invitation. The invitation is sent only if the address belongs to an approved accountant account, and it expires after seven days.
- The accountant must accept before any company data becomes visible.
- Review Who has access to change the level later, or select Revoke whenever access should end.
Choose how much your accountant can do
Every invitation carries an access level. It can be changed at any time from Who has access without disconnecting the accountant, and the new level applies on their very next action.
| Level | What it allows |
|---|---|
| Read-only | Look at everything and take it away. Every report, every document and the data export, but nothing can be created, changed or deleted. |
| Standard | Day-to-day bookkeeping. Capture and edit documents, post journals, reconcile the bank and lock a period. Cannot delete documents, cannot reopen a period that has been closed and cannot change who has access. |
| Full access | Everything a company administrator can do, including deleting documents, reopening a closed period and managing users. |
Request accountant capability
Under Are you an accountant?, enter the firm or practice name and available professional details, then select Request accountant access. Platform approval adds the client-switching capability to the account you already have; it is not a separate subscription and there is nothing extra to pay. A practice that does not yet use OxyAccounting for its own business does not sign up here at all: email hello@oxyaccounting.co.za with the practice details and we set the account up once the practice is verified.
Work in a client's books
Use the client switcher to enter one accepted client at a time. The persistent Acting as [Client] banner identifies the active books and names the access level that client has granted. What can be done in those books is decided by that level, not by the accountant. The client can revoke access immediately, and the accountant can leave the client from the Accountant Console.