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Avalara Help Center

Manage Users in AvaTax

This article applies to:Avalara AvaTax

Add users to grant them secure access to AvaTax, using user roles to control their access and the actions they can take.

Add a user

To add a user:

  1. On the Settings tab, click Manage Users.
  2. On the Manage Users screen, click New.
  3. Complete the required fields to define a user:
    • User name (Can be anything and not necessarily email address, but does need to be a unique user name not already in use in AvaTax)
    • Role
    • Company Access (for Company Admin and Company User Roles)
    • Email
    • ZIP/Postal Code
  4. Click Save. The user appears on the User List. A success message displays above the User List. The user receives email with a temporary password and, after logging in to AvaTax, must choose a new password.

User role matrix

User roles grant secure access to AvaTax and define the limits of user actions. Use the table below to determine which role you want to assign to a particular user based on the responsibilities and permissions you want them to have.

Role

Permitted Actions

Denied Actions

No Access

None

The user can't log in to AvaTax.

We recommend updating inactive users to No Access.

Account User

For all companies in an account, the user can:

  • View, filter, sort, display, and export lists
  • Validate addresses
  • Calculate tax with the Basic and Advanced Tax Calculators
  • Generate reports
  • Manage their account information

All other actions are denied. Specifically, for all companies in an account, the user can't:

  • Access the Tax Returns tab
  • Change options on the Settings tab
  • Import data
  • Activate companies
  • Set CertCapture company settings

Account Admin

For all companies in an account, the user can access all tabs and take any action.

None

Company User

For only the specified company and its child companies, the user can:

  • View, filter, sort, display, and export lists
  • Validate addresses
  • Calculate tax with the Basic and Advanced Tax Calculators
  • Generate reports
  • Manage their account information

All other actions are denied, including any actions for other companies. Specifically, for all companies in an account, the user can't:

  • Access the
  • Tax Returns tab
  • Change options on the Settings tab
  • Import data
  • Activate companies
  • Set CertCapture company settings

Company Admin

For only the specified company and its child companies, the user can access all tabs and take most actions.

For any company and its child companies, the user can't change options on the Settings tab, including both those for which the user is and is not a Company Admin user.

Export a user

To export a list of users:

  1. On the Settings tab, click Manage Users.
  2. On the Manage Users screen, click Export.
  3. An Excel spreadsheet is downloaded with the users shown on the page. If you have multiple pages of users, export each page. To show more users on a page, adjust the page size.

Change a user role

To change a user role:

  1. On the Settings tab, click Manage Users.
  2. On the Manage Users screen, click a User Name hyperlink.
  3. On the Edit: User screen, select a new Role.
  4. Click Save. A success message displays above the User List. Once saved, the user receives email notifying them of the change to their profile.

Deactivate a user

Once you deactivate a user, they won't show up by default on the Manage Users page. If you want to reactivate or edit an inactive user, select No or All in the Active filter to see inactive users in the list.

To deactivate a user:

  1. On the Settings tab, click Manage Users.
  2. On the Manage Users screen, click a User Name hyperlink.
  3. On the Edit: User screen, choose Inactive.
  4. Click Save. A success message displays above the User List.
  5. To prevent the user from accessing their account at all, change their user role to No Access using the procedure above. Once saved, the user receives email notifying them of the change to their profile.

Reset a user password

To reset a user password, you must have Account Admin access. If there are no other active Account Admin users at your company, contact Avalara Support using your email account on your company domain. Include the full username to be reactivated, your company signature, and your company title.

  1. On the Settings tab, click Manage Users.
  2. On the Manage Users screen, click a User Name hyperlink.
  3. On the Edit: User screen, click Reset Password. A success message displays above the user information.

If the user doesn't receive the password reset email:

  • Have them check their Junk Folder or contact your IT department, if your company uses an E-mail filter
    • Due to the contents of the e-mail, it's possible to be blocked by an e-mail filter because of the symbols, numbers, and letters for the temporary password
  • The email will come from support@avalara.com
    • The subject of the email is CertCapture - Password RecoveryYour AvaTax Development Password Reset, or Your AvaTax Production Password Reset