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Avalara Help Center

Manage Users in the Admin Console

This article applies to:Avalara AvaTax

Add users to grant them secure access to the Admin Console and control their actions. Based on your business requirement, you can choose to create multiple users with different roles to limit their access.

Add a user

Follow these steps to add a user in your Admin Console.

  1. On the Settings tab, click Manage Users.

    AvaTaxCalc-Settings-ClickManageUsers.png
  2. On the Manage Users screen, click New.

    AvaTaxCalc-Settings-ClickNewUser.png
  3. Complete the required fields to define a user:
    • User name (no dependency; can be anything and not necessarily email address)
    • Role
    • Company Access (for Company Admin and Company User Roles)
    • Email
    • ZIP/Postal Code

      AvaTaxCalc-Settings-NewUserFields.png
  4. Click Save.
  5. The user appears on the User List. A message indicating the "The operation completed successfully." displays above the User List. The user receives an e-mail with a temporary password and after logging in to the Admin Console, must choose a new password.
Note:

New user passwords and reset passwords must be at least 8 characters and include 3 of the following:

  • An uppercase letter
  • A lowercase letter
  • A number
  • A symbol

Please don't use any common words.

User role matrix

User roles grant secure access to the Admin Console and control 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 cannot log in to the Admin Console.

We recommend updating Inactive users to a Role of 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 cannot:

  • Access the tax returns tab.
  • Change options on the settings tab
  • Import data
  • Activate companies
  • Set Certs company settings

Account Admin

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

None

Company User

For a 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. Specifically, for all companies in an account, the user cannot:

  • Access the tax returns tab.
  • Change options on the settings tab
  • Import data
  • Activate companies
  • Set Certs company settings

Company Admin

For a company and its child companies, the user can access all tabs and take most any action.

For a company and its child companies, the user cannot change options on the settings tab.

Export a user

Follow the steps below to export a list of users from the Admin Console.

  1. On the Settings tab, click Manage Users.
  2. On the Manage Users screen, click Export.
  3. On the Windows dialog, indicate whether you'd like to Open the file in Excel or Save it to disk.
  4. Click OK.

Change a user role

Follow the steps below to change a user role in the Admin Console.

  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.
  5. A message indicating the "The operation completed successfully." displays above the User List.
Note:
Once saved, the user receives an e-mail notifying them of the change to their profile.

Deactivate a user

Follow the steps below to deactivate a user in the Admin Console.

  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.
  5. A message indicating the "The operation completed successfully." displays above the User List.
Note:
Once saved, the user receives an e-mail notifying them of the change to their profile.

Reset a user password

Follow the steps below to reset a user password in the Admin Console.

  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.
  4. A message indicating the "The operation completed successfully." displays above the user information.
    Note:

    New user passwords and reset passwords must be at least 8 characters and include 3 of the following:

    • An uppercase letter
    • A lowercase letter
    • A number
    • A symbol

    Please don't use any common words.