Manage users’ access to organization/practice

Last Updated on:

Receipt Bot offers a variety of user management features to help account owners and admins efficiently manage their organization or practice.

This article briefly outlines the essential functions available for managing staff members in Receipt Bot:

If you want to manage your clients in Receipt Bot, please refer to the following article: Manage users’ access to business

Option 1 – Invite a user to your organization

Step 1 – Click the gear icon at the top right corner and select the Practice Management option.

Step 2 – Navigate to the Practice Staff page using the practice menu on the left side.

Step 3 – Click the Invite to firm button.

Step 4 – Enter details like email, name and role of the user.

When inviting staff members to Receipt Bot, the following roles can be assigned to them;

  • Organization Admin; this role has complete access to the Receipt Bot organization, except for billing-related actions. Users with this role can perform the following actions in Receipt Bot;
    – Access all businesses within the practice
    – Create new businesses to onboard clients to Receipt Bot
    – Upload documents or approve/export processed documents
    – Manage integration for businesses
    – Manage other users’ access at the practice level & business level
Pro-tip: As an accounting firm, you should use this role to invite staff members managing all clients, and they will have complete access. If you need to invite a staff member with access to specific clients only, consider assigning the Organization User role.
  • Organization User; this role has access to only those clients of the organization to whom the user was explicitly invited. The following permissions are available on this role in Receipt Bot;
    – Access only businesses for which access was given
    – Create new businesses to onboard clients to Receipt Bot
    – Upload documents or approve/export processed documents
    – Manage integration for businesses

Step 5 – Click the ‘Send Invite’ button to send the email invitation.

An invitation is sent to the email provided. The user must accept the invitation using the link received in the email to complete their registration process in Receipt Bot.

Note: If the user is already registered to Receipt Bot, they will be automatically provided access on their next login to the app.

Option 2 – Edit access level for existing user

Step 1 – Click the gear icon at the top right corner and select the Practice Management option.

Step 2 – Navigate to the Practice Staff page using the practice menu on the left side.

Step 3 – Click the Edit button for a user whose access level needs to be updated.

Step 4 – Update the ‘Access’ level as desired.

Step 5 – Click the “Save” button to confirm changes.

The user’s access level should now be updated. The new access level will apply the next time they log in to Receipt Bot.

Option 3 – Remove user’s access permanently

Step 1 – Click the gear icon at the top right corner and select the Practice Management option.

Step 2 – Navigate to the Practice Staff page using the practice menu on the left side.

Step 3 – Click the “Remove” icon icon for a user whose access level needs to be removed.

Step 4 – Click the “Yes”

The selected user’s access will be removed from your organization in Receipt Bot.

Note: The selected user will be completely if they do not have access to any other organization and will be required to perform a new registration.

Option 4 – Block user’s access temporarily

Step 1 – Click the gear icon at the top right corner and select the Practice Management option.

Step 2 – Navigate to the Practice Staff page using the practice menu on the left side.

Step 3 – Click the “Block” icon icon for a user whose access level you wish to block temporarily.

Step 4 – Click the “Yes” button to confirm changes.

The selected user access will be temporarily blocked from your organization in Receipt Bot until you unblock the access.

Note: If a user has access to any other organizations in Receipt Bot, they can still access it.

Option 5 – Unblock temporarily blocked users

Step 1 – Click the gear icon at the top right corner and select the Practice Management option.

Step 2 – Navigate to the Practice Staff page using the practice menu on the left side.

Step 3 – Click the “Unblock” icon icon for an access-blocked user whose access level needs to be unblocked.

Step 4 – Click the “Yes” button to confirm changes.

The selected user access will now be unblocked, and they should be able to log in to your organization in Receipt Bot.

Limitations in mobile Receipt Bot apps:

Features related to inviting new users or managing existing users’ access are unavailable in the Receipt Bot mobile apps.

Related Help Articles

Upload documents for data extraction

Manage users’ access to business

Frequently Asked Questions

Q: How to invite a new user to an organization in Receipt Bot?
A: Navigate to Practice Management, then navigate to Practice Staff, click on Invite to firm, enter the user’s basic details, select a role, and click Send Invite.

Q: What roles can be assigned to a new user in Receipt Bot?
A: Two roles are available:
– Organization Admin: Full access except for billing-related actions.
– Organization User: Limited access to specific businesses within the organization.

Q: How to grant access to specific clients only?
A: You can assign the user Organization User role, which provides access only to selected businesses.

Q: What happens after sending a user invitation?
A: An email invitation is sent. The user must accept it to complete the registration. If already registered, access will be granted upon the next login.

Q: How to change a user’s access level?
A: Navigate to Practice Management, then click on Practice Staff, click Edit for the user, update the access level, and click Save.

Q: When do access level changes take effect?
A: The changes apply the next time the user logs in.

Q: How to remove a user permanently from an organization?
A: Navigate to Practice Management, navigate to Practice Staff, click the Remove icon for the user, and confirm by clicking Yes.

Q: What happens when a user is removed permanently?
A: The user loses access to the organization. If they are not part of any other organization, a new registration will be required.

Q: How to temporarily block a user’s access?
A: Navigate to Practice Management, and then navigate to Practice Staff, click the Block icon for the user, and confirm by clicking Yes.

Q: Can a blocked user still access other organizations in Receipt Bot?
A: Yes, if the user has access to another organization, they can continue using it.

Q: How to unblock a user?
A: Navigate to Practice Management, then navigate to Practice Staff, click the Unblock icon for the blocked user, and confirm by clicking Yes.

Q: Can user access be managed through the Receipt Bot mobile app?
A: No, user management features such as inviting or modifying access are unavailable in the mobile app.

Go to Top