Security Settings: Users

Security Settings: Users

Overview

In CustomBooks™, Users are individuals who have been granted access to your account. Each user can log in and work within the areas they are permitted to see and use. CustomBooks™ offers unlimited user access, meaning you can add as many users as needed — including employees, accountants, bookkeepers, and external partners — without additional per-user fees.

CustomBooks™ also includes a user privilege and roles management system, allowing administrators to control who can access specific modules, data, and functions within the system.

Users List

The user list in CustomBooks™ provides essential information about users associated with your account. Whether you’re an administrator or need to manage user permissions, accessing this list is straightforward. The user list displays the following information for each user:

  1. Name: The user’s first and last name.
  2. User Email: The email address associated with the user account.
  3. User Profile: Details about the user’s role or permissions within the system.
  4. Subscription Owner: Indicates whether the user is the owner of the subscription.
  5. Account Access Invitation Status: Indicates whether the user has accepted the account access invitation.
  6. User Inactive: Indicates whether the user is currently inactive.
  7. External Accountant: Indicates whether the user is an external accountant or bookkeeper.

To see the list of Users, navigate to Admin Panel > Security Settings > Users Tab. 




How to Add a New User?

  1. Login to your account as an administrator.
  2. Navigate to Admin Panel > Security Settings.
  3. From the Users tab window, click the Add drop-down, then choose New.



  4. Enter the user information: User Email (this will be the user login ID, and cannot be changed), Name, Contact #, Title, and User Profile.



  5. Click Save. The new user will receive an email containing a link to set up their login password.



Notes
If the user misplaces or didn't receive the email, or forgets the password, visit this knowledge base article about how to reset password.

Watch the short video below for detailed instructions on how to add a new user in CustomBooks™.


How to Deactivate a User?

Disabling user accounts is important in managing access to your account. Whether you need to restrict a user’s access temporarily or permanently, follow these steps to deactivate users effectively.
  1. Login to your account as an administrator.
  2. Navigate to Admin Panel > Security Settings.
  3. From the Users tab, select and open (double-left click) the User that you want to disable.
  4. Check the Deactivate User checkbox and then click Save.


Notes
Note: Only the Subscription Owner or the Administrator can disable a user.

Watch the short video below for detailed instructions on how to deactivate a user in CustomBooks™.


How to Hide Deactivated Users?

A disabled user cannot be deleted in the system due to there might be items or transactions referencing or linked to the user. You can instead hide inactive users easily through the Hide Inactive Users checkbox located in the bottom-left corner of the User List.




If you want to learn more about How to Add External Accountant and Roles (User Profile) and Security, visit the knowledgebase articles below.
  1. How to Add External Accountant or Bookkeeper in your account?
  2. Roles and Security

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