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Avalara Help Center

Manage Users in Avalara CertCapture

Let multiple people access and use CertCapture. Depending on job roles and responsibilities, assign different levels of access to each person. For example, give a person access to see, but not change certificate and customer details.

If you need to edit your company details, see enter and edit basic information about your company.

User Roles and what they can do

Roles refer to the set of permissions and access to features that a user has. User accounts refer to a person who has access to CertCapture. If a user has access to multiple companies in CertCapture, their role can be different for each company. 

View user role details:

  1. Go to Settings > Account Settings > User Roles
  2. In the User Roles pane, at the top left under User Roles, select a user role.
  3. On the left, click any heading and to view what that user role can do in CertCapture.
  • Admin User: Has the highest level of access. Can do all that an Advanced User can do and also add users, change user account details, and change company details.
  • Advanced User: Can do all that a Read-Only User can do and also enter data, generate bulk certificate requests, add customer data and customer and certificate attributes, and create cover letter templates.
  • Standard User: Can edit and validate data, but cannot create or edit customer data and certificates.
  • Read-Only User: Can use Quick Search to find customer and certificate data, use advanced search to find customers and build reports, print and download copies of exemption certificates, download reports and searches to Microsoft Excel, save customer reports and schedule them to be delivered by email, and generate new certificates and send them to customers.
  • Auditor User: Can view customer and certificate records and download images of exemption certificates. Items must be assigned to the Auditor User before they can access them.
  • API User: Can upload new customer data and change customer records.
Searches Admin Advanced Standard Read Only Auditor API
  Do quick searches   X X X X X
  Do customer searches X X X X X X
  Do certificate searches X X X X X X
  Do job searches (where applicable) X X X X X X
  Save searches and do saved searches X X X X    
  Use advanced fields when doing searches X X X X    
General use Admin Advanced Standard Read Only Auditor API
  Customize and manipulate dashboard widgets X X X X    
  Receive and manage messages X X X X    
  Export files and manage downloads X X X X    
  Manage and schedule emailed exports X X X X    
Campaign and request administration Admin Advanced Standard Read Only Auditor API
  View cover letters X X X X    
  Add, delete, and manage cover letters X X        
  View request template selections X X X X    
  Manage request template options X X        
  View campaigns and requests X X X X    
  Manage campaigns and perform requests X X        
Company setup and administration Admin Advanced Standard Read Only Auditor API
  View company details X X        
  Update client entity details X          
  View company expiration matrix X X        
  Update company expiration matrix X          
  View company nexus details X X        
  Update company nexus details X          
  Manage company bulk same-as data X          
  View custom fields X X        
  Manage custom fields X          
Data-entry and certificate administration Admin Advanced Standard Read Only Auditor API
  View data entry stack list for all available companies X X X X    
  View data entry stack list for current company X X X X    
  Upload certificate stacks X X X      
  Split / merge stacks X X X      
  Pre-screen or pre-validate certificates X X X      
  Validate certificate stacks X X X      
  Escalate certificates X X X      
  Delete certificates before or during validation X X X      
  Validate escalated stacks X X        
Customer permission administration Admin Advanced Standard Read Only Auditor API
  View basic customer details X X X X X X
  View full customer details X X X X   X
  Add, edit, and delete customer details X X       X
  Do bulk customer updates X X        
  View job details X X X X X X
  Add, edit, and delete job details X X       X
Certificate permission administration Admin Advanced Standard Read Only Auditor API
  View basic certificate details X X X X X X
  View full certificate details X X X X   X
  Add, edit, and delete certificate details X X       X
  View certificate library and download pre-filled certs X X X X   X
  Do bulk certificate updates X          

Add a user

Create a new user account. 

  1. Go to Settings > Account Settings > Manage Users.
  2. The Users screen shows each of your account's current users, including username, name, email, role, and status. To add a new user, click the Add User button.
  3.  In Add User Information dialog box, enter login and contact details for the new user. Then assign the user to a role. For a new user, leave the status set to active. When finished, click Add User Account

Add a user to multiple accounts

Users can only be added to multiple accounts by Avalara Support. If you receive the error message, "User already exists," follow these steps:

  1. Add the user to the first account.
  2. Send an email to Avalara Support with the following information:
    • User ID
    • User Name
    • User Email
    • Name of the account the user has already been added to
    • Names of the additional accounts the user should be added to
    • Companies the user should be added to
    • User Role the user should be granted
  3. Avalara Support sends you an email once the user has been added to the accounts.

  4. Follow up with the new user to ensure they have access to multiple accounts. If you didn't include company information in your initial request, sign into each account and ensure the new user has been added to a company.

Assign a user

Associate your users with a company. 

  1. Go to Settings > Account Settings > Manage Users.
  2. The Users page shows each of your account's users, including login, name, email, role, and status. To grant or remove access to specific companies in your company hierarchy, click Assign Companies in the Actions column.
  3. Click the checkbox next to each company you want to assign the user to, and then choose role from the drop-down menu. When finished, click the Update Company Assignments button.

Edit a user

Change user details and roles.

  1. Go to Settings > Account Settings > Manage Users.
  2. In the Users pane, you'll see the login name (usually the email address), name, email address, role, and status of every user in your company's account in CertCapture. Click Edit.
    CertCapture6_GlobalAdminManageUsersCompanyUsers1.png
  3. In the Edit User Information dialog box, modify the text as needed.
  4. Under User Role, select a user role, and under Status, select Active or Inactive.
  5. Click Update User Account.

Remove a user

Delete a user account.

  1. Go to Settings > Account Settings > Manage Users.
  2. In the Users pane, you'll see the login name (usually the email address), name, email address, role, and status of every user in your company's account in CertCapture. Click Remove.

Add and assign a user role

Create a new user role to assign to your users. Custom user roles aren't available at the account-level for users. Set the default role for a user to a standard role, and then set the custom role at the company-level.

  1. Co to Settings > Account Settings > User Roles, and then click Add New User Role.
  2. In the Create New User Role dialog box:
    1. Next to Name, type a name for the new user role.
    2. Next to Description, type a description for the new user role.
    3. Next to Choose Basic Role, choose a role for the user.
  3. Click Create Role.
  4. In the User Roles: [New User Role] pane, click each heading and then click the checkboxes next to the permissions that you want the new user role to have.
    CertCapture6_GlobalAdminUserRolesAddRole2.png
  5. To assign the role you just created to a user, go to Settings > Account Settings > Manage Users. Click Assign Companies for the user. Check the box for each company the user should have access to, and then select a user role for each.
  6. Finally, click Update Company Assignments to update the user's company access and user roles.

Assign a user to a company

If you have more than one company set up in CertCapture, give others access to a company.

  1. Go to Settings > Company Settings > Assign Users.
  2. At the top right, do any of the following:
    CertCapture6_CompanySettingsAssignUsers2.png
    • In the Login/Name text box, type a user's login (email address) or name.
    • On the Default Role menu, select user roles.
    • On the Status menu, select Active or Inactive. Inactive users are recorded in CertCapture but have no access to any of its features until you make them active.
  3. Next to Assign Users, click the filter icon. CertCapture6_FilterIcon.png
  4. In the Assign Users dialog box, under User Role, select a user role for the newly assigned user.
    CertCapture6_AssignUsers1.png
  5. Under Available Users, type a user name and then select that user.
  6. Click Link User Accounts.
  • To unlink a user from a company, at the right next to any user's details, click Un-Assign. 

Reset a user's password

Reset a user's password when they forget it. 

  1. Go to Settings > Account Settings > Manage Users.
  2. Find the user. In the Actions column, click Reset.
  3. An email with instructions is sent to the user.
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