Manage users’ access to organization/practice

Last Updated on:June 27, 2023

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:

Option 1 – Invite a user to your organization
Option 2 – Edit access level for existing user
Option 3 – Remove user’s access permanently
Option 4 – Block user’s access temporarily
Option 5 – Unblock temporarily blocked users

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 – Navigate to the Practice Management page using the gear icon from the top right corner.

[imageframe lightbox=”yes” gallery_id=”” lightbox_image=”https://www.receipt-bot.com/assets/video/manage-users-access/slide-1.JPG” style_type=”none” bordercolor=”” bordersize=”0px” borderradius=”0″ stylecolor=”” align=”center” link=”” linktarget=”_self” animation_type=”0″ animation_direction=”down” animation_speed=”0.1″ animation_offset=”” class=”” id=””][/imageframe]

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

[imageframe lightbox=”yes” gallery_id=”” lightbox_image=”https://www.receipt-bot.com/assets/video/manage-users-access/slide-2.JPG” style_type=”none” bordercolor=”” bordersize=”0px” borderradius=”0″ stylecolor=”” align=”center” link=”” linktarget=”_self” animation_type=”0″ animation_direction=”down” animation_speed=”0.1″ animation_offset=”” class=”” id=””][/imageframe]

Step 3 – Click the “Invite to firm” button.

[imageframe lightbox=”yes” gallery_id=”” lightbox_image=”https://www.receipt-bot.com/assets/video/manage-users-access/slide-3.JPG” style_type=”none” bordercolor=”” bordersize=”0px” borderradius=”0″ stylecolor=”” align=”center” link=”” linktarget=”_self” animation_type=”0″ animation_direction=”down” animation_speed=”0.1″ animation_offset=”” class=”” id=””][/imageframe]

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

[imageframe lightbox=”yes” gallery_id=”” lightbox_image=”https://www.receipt-bot.com/assets/video/manage-users-access/slide-4.JPG” style_type=”none” bordercolor=”” bordersize=”0px” borderradius=”0″ stylecolor=”” align=”center” link=”” linktarget=”_self” animation_type=”0″ animation_direction=”down” animation_speed=”0.1″ animation_offset=”” class=”” id=””][/imageframe]

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 email an invitation.

[imageframe lightbox=”yes” gallery_id=”” lightbox_image=”https://www.receipt-bot.com/assets/video/manage-users-access/slide-5.JPG” style_type=”none” bordercolor=”” bordersize=”0px” borderradius=”0″ stylecolor=”” align=”center” link=”” linktarget=”_self” animation_type=”0″ animation_direction=”down” animation_speed=”0.1″ animation_offset=”” class=”” id=””][/imageframe]

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 – Navigate to the Practice Management page using the gear icon from the top right corner.

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.

[imageframe lightbox=”yes” gallery_id=”” lightbox_image=”https://www.receipt-bot.com/assets/video/manage-users-access/slide-6.JPG” style_type=”none” bordercolor=”” bordersize=”0px” borderradius=”0″ stylecolor=”” align=”center” link=”” linktarget=”_self” animation_type=”0″ animation_direction=”down” animation_speed=”0.1″ animation_offset=”” class=”” id=””][/imageframe]

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

[imageframe lightbox=”yes” gallery_id=”” lightbox_image=”https://www.receipt-bot.com/assets/video/manage-users-access/slide-7.JPG” style_type=”none” bordercolor=”” bordersize=”0px” borderradius=”0″ stylecolor=”” align=”center” link=”” linktarget=”_self” animation_type=”0″ animation_direction=”down” animation_speed=”0.1″ animation_offset=”” class=”” id=””][/imageframe]

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

[imageframe lightbox=”yes” gallery_id=”” lightbox_image=”https://www.receipt-bot.com/assets/video/manage-users-access/slide-8.JPG” style_type=”none” bordercolor=”” bordersize=”0px” borderradius=”0″ stylecolor=”” align=”center” link=”” linktarget=”_self” animation_type=”0″ animation_direction=”down” animation_speed=”0.1″ animation_offset=”” class=”” id=””][/imageframe]

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 – Navigate to the Practice Management page using the gear icon from the top right corner.

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

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

[imageframe lightbox=”yes” gallery_id=”” lightbox_image=”https://www.receipt-bot.com/assets/video/manage-users-access/slide-9.JPG” style_type=”none” bordercolor=”” bordersize=”0px” borderradius=”0″ stylecolor=”” align=”center” link=”” linktarget=”_self” animation_type=”0″ animation_direction=”down” animation_speed=”0.1″ animation_offset=”” class=”” id=””][/imageframe]

Step 4 – Click the “Yes”

[imageframe lightbox=”yes” gallery_id=”” lightbox_image=”https://www.receipt-bot.com/assets/video/manage-users-access/slide-10.JPG” style_type=”none” bordercolor=”” bordersize=”0px” borderradius=”0″ stylecolor=”” align=”center” link=”” linktarget=”_self” animation_type=”0″ animation_direction=”down” animation_speed=”0.1″ animation_offset=”” class=”” id=””][/imageframe]

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 – Navigate to the Practice Management page using the gear icon from the top right corner.

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

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

[imageframe lightbox=”yes” gallery_id=”” lightbox_image=”https://www.receipt-bot.com/assets/video/manage-users-access/slide-11.JPG” style_type=”none” bordercolor=”” bordersize=”0px” borderradius=”0″ stylecolor=”” align=”center” link=”” linktarget=”_self” animation_type=”0″ animation_direction=”down” animation_speed=”0.1″ animation_offset=”” class=”” id=””][/imageframe]

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

[imageframe lightbox=”yes” gallery_id=”” lightbox_image=”https://www.receipt-bot.com/assets/video/manage-users-access/slide-12.JPG” style_type=”none” bordercolor=”” bordersize=”0px” borderradius=”0″ stylecolor=”” align=”center” link=”” linktarget=”_self” animation_type=”0″ animation_direction=”down” animation_speed=”0.1″ animation_offset=”” class=”” id=””][/imageframe]

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 – Navigate to the Practice Management page using the gear icon from the top right corner.

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

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

[imageframe lightbox=”yes” gallery_id=”” lightbox_image=”https://www.receipt-bot.com/assets/video/manage-users-access/slide-13.JPG” style_type=”none” bordercolor=”” bordersize=”0px” borderradius=”0″ stylecolor=”” align=”center” link=”” linktarget=”_self” animation_type=”0″ animation_direction=”down” animation_speed=”0.1″ animation_offset=”” class=”” id=””][/imageframe]

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

[imageframe lightbox=”yes” gallery_id=”” lightbox_image=”https://www.receipt-bot.com/assets/video/manage-users-access/slide-14.JPG” style_type=”none” bordercolor=”” bordersize=”0px” borderradius=”0″ stylecolor=”” align=”center” link=”” linktarget=”_self” animation_type=”0″ animation_direction=”down” animation_speed=”0.1″ animation_offset=”” class=”” id=””][/imageframe]

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.

Getting Started

App Navigation and Setup

Accounting Software Integrations

Managing Master Data

Managing Receipts Using Mobile Apps

Setting up 'touchless' Bookkeeping

Working with PDF Bank Statements

Practice Management for Accountants

Billing and Plan Management

Manage users’ access to organization/practice

Option 1 – Invite a user to your organization

Option 2 – Edit access level for existing user

Option 3 – Remove user’s access permanently

Option 4 – Block user’s access temporarily

Option 5 – Unblock temporarily blocked users

Limitations in mobile Receipt Bot apps:

Related Help Articles