How to give accounts assistant access to company file?

Brett Epi

do i need to setup and pay for a whole new user account just to give my accounts assistant access to my company file?

Kris_Williams

Is the assistant on the same premises, do you both need to access the file at the same time - if so you will need another license, if you don’t you can both access using the same login details, just not at the same time

Brett Epi

Hi Kris. We don’t need access at the same time but I want them using their own login. I also don’t want to give them access to the reckon hosting section/control panel

Kris_Williams

I’m not sure you can avoid access to the control panel, as that is available before you login - there’s not much in there to see.

If you set them up as a new user with their own login, you can also customise the areas within Reckon that you want them to access

Brett Epi

Ok thank you. Was worried they could lock me out of my files

Kris_Williams

No they can’t do that, you have a password on your file and I’m assuming you login as Admin, and only you can change that within the file when you are logged in. If you set them up as a new user, I don’t think they can even change their own password, Admin has to do it.

setup the user then login under those details and have a look at what’s available to change, but definitely not your own password. Maybe the password to the Reckon accounts login could be changed in Control Panel, but that can always be recovered with a phone call to Reckon.

Acctd4

@Brett Epi Each separate user licence is a paid one so if you only want to pay for the one, they would need to use your (“Admin/Owner”) one to log in to the main platform. HOWEVER - as per Kris’s explanation - you can create as many Users as you like (at no cost) for access to your Hosted company file. You can then customise what they can access/see/do within the file itself only, under their designated login.

This does of course mean they would have full control of the platform access features (meaning they would potentially be able to change the platform password & grant/share file access under your login) Whether they would/would even know HOW though, is the optimistic risk you take 😬

On the other hand, if you purchase a 2nd licence for them, you can add this as a “User” level-access, whereby they are only given access to their own password & whatever company file(s) you have specifically shared with them.

Brett Epi

So I need to pay $850 a year for a license so my accounts assistant can make a few entries a few times a month. That’s ridiculous

Kris_Williams

No you don’t, as Shaz said it’s highly unlikely that regular users would even know how to change the account password and share the folder. If you have any reason to distrust the worker I can understand. However they can’t get into your file because your password is on your file, the password they could change is the one to login to Reckon Accounts Hosted. It still won’t allow them to login under your username, however it would be a nuisance if you had to reset the password for the overall login. But then there is absolutely no need or purpose to do that except to cause trouble

Brett Epi

If they changed the password to accounts reckon hosted and locked me out is there any way they could access my company file ?

Kris_Williams

I don’t believe so, without your password impossible to recover without paying a considerable fee to Reckon.

Kris_Williams

Keeping in mind they will have their own password, so unless you only give access to certain parts of the file they can still see a lot of things. What exactly is your biggest concern?

Brett Epi

i have setup their user account just to give them access to supplier and payroll. i just want to make sure they can never lock me out

Kris_Williams

The only way they can lock you out is by getting your password and logging into the file. What they can do is through the control panel where they could change the login to Reckon password. You would be able to get back in by contacting Reckon. I don’t know if that change has 2 factor authentication- would be perfect if it did, why don’t you ring Tech support and ask them

‘why are you employing them if you feel so threatened?

Acctd4

@Brett Epi Is that something you feel they’re likely to do ? They would need to click on the Control Panel to do that. If they don’t have much familiarity with Hosted, they wouldn’t know that 🤔

Brett Epi

Thanks for your advice Kris. I don’t feel threatened I just like to take precaution upfront to avoid any potential issues later on.

Brett Epi

Wouldn’t take Einstein to work it out tho

Kris_Williams

Well no it wouldn’t- I just wonder what would be the reason at the risk of losing the job. Hope you won’t have to deal with that scenario, I have never heard of it in my 30 years, but then online has not always been an issue