How to Configure User Roles and Permissions in Xero: A Step-by-Step Guide

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Introduction: The Importance of User Roles and Permissions

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Managing a Xero organisation involves various tasks, from editing expenses to overseeing invoices. That is why Xero offers a comprehensive setting for user roles and permissions. Whether you are an organisation’s admin or a new user, understanding how to assign and manage permissions is crucial for effective use of your Xero account. This article provides an overview of how to configure user roles and permissions in Xero.

Understanding User Roles in Xero

In Xero, different user roles offer different levels of access to the organisation’s data. These roles range from a standard user to an admin user, and each user role needs to include specific permissions to perform various tasks.

Admin User: Full Access to Xero

The admin user has full access to all Xero settings and features. They can add new users, approve transactions, and edit the organisation’s settings. This user has access to everything, from bank account details to expense claims.

Standard User: The Most Common User Role

A standard user role in Xero is often assigned to staff members responsible for day-to-day financial tasks. This role can approve and pay bills, create and approve invoices, and record payment.

Advisor: For Your Accountant or Financial Advisor

The advisor role is typically assigned to an external accountant or financial adviser. Advisors have full access to the organisation’s financial data but need the admin’s approval for specific tasks like editing bank account information.

Subscriber: Limited to Subscription and Billing

The subscriber role is specific to managing the Xero subscription and pricing plan but does not allow any other form of access to the organisation’s financial data.

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How to Invite a New User to Your Xero Organisation

Step 1: Login to Xero Central

Login to your account via Xero Central. Make sure you have admin permissions to invite new users.

Step 2: Navigate to ‘Users’ Setting

Go to the ‘Settings’ and find the ‘Users’ option to add new users to your organisation.

Step 3: Enter Details

Provide the last name and email address of the person you are inviting.

Step 4: Assign User Role and Permissions

Choose the user role you need to assign, such as admin, standard user, or adviser. You can also specify extra permissions like ‘Edit Expense’ or ‘Approve Bills’.

Step 5: Send the Invitation

Once you have set the permissions, send the invitation. The invited user will need to accept the invite to gain access to Xero.

Managing Existing Users: Change the User Role or Permissions

If you need to edit the role or permissions of an existing user, go back to the ‘Users’ setting. Here you can change the user role or include different levels of access based on your organisation’s needs.

Still Have Questions? JacRox Can Help

Understanding how to manage user roles and permissions effectively in Xero is crucial for any business owner. Whether you’re adding new users to your organisation or modifying the roles of existing ones, Xero offers a flexible and secure platform to meet your business needs.

Ready to elevate your financial management with expert Xero accounting solutions? Fill out the contact form below and a JacRox team member will be in touch to guide you through our cloud accounting services.

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To add a new user to your Xero organisation, log in to Xero Central with admin permissions. Navigate to the ‘Users’ setting, enter the individual’s last name and email address, assign a user role, and then send an invitation.

Xero offers various user roles such as admin, standard user, adviser, and subscriber. Each role provides a different level of access to your organisation’s financial data and settings. The admin user has the highest level of access, while a subscriber has limited access related to subscription and billing.

To change the permissions of an existing user in Xero, you must have admin permissions. Go to the ‘Users’ setting, locate the user you wish to edit, and then modify their role or permissions as needed. Save the changes to update the user’s access level.

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