Adding and Managing Multiple Users & Permissions
In this article:
How to add and manage users and permissions
Resending and canceling user invitations
Inactivating a user
How to change the Administrator on the account
Same-page user restrictions
Background
You can add users to your Patriot Software account for both accounting and payroll access. While you can limit some company-level administrative and payroll access from these added users, they can access all accounting tasks unless you have Accounting Premium.
Please note that when using the time and attendance or HR software, you can assign managers and departments and give managers special permissions to access direct reports’ information and more in their employee portal. See our help article for more information on assigning managers and permissions.
If you are a Partner with Patriot and manage users to access your client companies, see Partners: Managing Multiple Users for Your Clients in Patriot.
How to add and manage users and permissions
- Go to Settings > User Settings > Manage Users
- If you haven’t added any users, only you as the original user and administrator will appear in your list
- Click “Add New”.
- Enter the email address for the new user. Patriot will email an invitation for this new user to register.
- Choose which overall company permissions you would like the user to access. You can choose the following:
- Manage Company Info – This allows the user to view and edit the company name, address, and main point of contact.
- Payment Settings – This allows the user to view and edit your company bank account for paying taxes and direct deposits, apply/cancel your direct deposit, and your company credit card for monthly payments.
- Manage Users – This allows the user to add more users and manage the user list, including permissions.
- Payroll Permissions – You can assign Full access, no access (if you have accounting software also), or payroll reports only.
- Full Access for All Payroll – This allows the user to have full access to employee information and run payrolls
- View Only Payroll Reports – This allows users to view all payroll reports, including some personal identifiable information (PII).
- If you have Accounting Premium, you can set further restrictions for each user. For details, see Accounting Premium Customers: Setting User Permissions
- You can edit these permissions at any time, even after the user has been added. For any permission you restrict, the user will not see the links, or have access to these pages.
- Click “Invite User.”
At this point, you will be taken back to the “Manage Users” list. This user’s status will be “Pending” until the user relieves their registration email and completes the sign-up process. While they are pending, you can resend or cancel the invitation.
Admins and other users will log in to the software using login.patriotsoftware.com.
The invited user will receive an email from Do-Not-Reply@PatriotSoftware.com with the subject line, “Welcome to Patriot Software!”
The user should click the link in the email to finish registration. The registration page will open. Your invited user will enter their first and last name, select their username and password, and set up MFA. If they already have access to another Patriot account, they can enter their login credentials. See our help article on Multiple Company Access for more information.
Once the user has completed their registration, they can now log in and access your Patriot account.
Changes and edits can only be made by the user by going to Settings > User Settings > Manage Login Information.
Same-page 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.
From the Manage Users page, click the Edit icon at the end of the row. 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 active “Manage Users” list.
Inactivating a user
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.
How to change the Administrator on the account
Unfortunately, there is no way to assign the Admin User to a different user already set up in the account and we will need to assist you.
To update the Admin on the account, the owner of the business will need to email directdeposit@patriotsoftware.com with the
- Articles of Incorporation of the business
- Driver’s License of the business owner
- the new email address you want as the admin
Our team will send an email to the requested email address with further instructions.
If the owner has passed away and a new Admin needs to be set up you can email the following documents to directdeposit@patriotsoftware.com:
- Copy of the death certificate of the deceased owner
- Proof that the person asking to be the new Admin is the new business owner
You can “Show Inactives” by toggling the switch at the top of the list to either include or exclude inactive users.
- Change the Status from Active to Inactive.
- Click “Update User.”
- Any credentials giving access to your company will be disconnected.
Your feedback will not receive a reply. If you have a specific issue, please reach out to our support team here.
