| Overview |
User accounts in BrightTax are managed from the Users section of System Settings. This is separate from BrightHub — BrightHub controls who has access to the BrightTax product, while BrightTax System Settings controls what each user can do within BrightTax. Both need to be configured for a new user.
| ✔ Tip: The typical flow for a new team member is: (1) invite them to your organisation in BrightHub and assign BrightTax access, then (2) configure their permissions in BrightTax System Settings. Both steps are required. |
| Before You Begin |
- You must have Administrator permissions in BrightTax to access System Settings.
- The new user must already have been invited to your BrightHub organisation and assigned BrightTax access before they can be set up in BrightTax System Settings.
| How to Create a New User in BrightTax |
- Click the cog icon in the top-right corner to open System Settings.
- Go to Users from the left-hand menu.
- Click Create User.
- Search for the user by their email address — they must already exist in BrightHub with BrightTax access assigned.
- Select the user from the search results.
- Configure the user's permissions (see Permission Options below).
- Configure filing permissions — tick which return types the user is permitted to file (see Customising Filing Permissions for Users).
- Click Save.
| BrightTax User Permission Options |
| Permission | What It Does |
|---|---|
| Administrator | Grants access to System Settings. The user can add and manage other users, change filing credentials, and delete record locks. |
| Can Delete Data | Allows the user to delete tasks within BrightTax. Leave unticked if you do not want the user to be able to delete tasks. |
| Client List Locked to Responsible Clients | Restricts the user's client list to only clients they are assigned to as responsible user. Useful for segregating client access between team members. |
| Blocked | Prevents the user from logging in to BrightTax. Use this when a team member leaves. Blocked users do not count towards your licence total. |
| ⚠ Important: The Blocked option is the recommended way to remove access for a departing team member — it preserves all data associated with their account while preventing login. Do not delete user accounts. |
| Editing an Existing User |
- Go to System Settings > Users.
- Find the user in the list and click their name or the edit icon.
- Update the required permission tick boxes.
- Click Save.
| Blocking a User |
To prevent a user from logging in to BrightTax — for example, when a team member leaves:
- Go to System Settings > Users.
- Find the user and click their name or the edit icon.
- Tick the Blocked checkbox.
- Click Save.
The user will no longer be able to log in to BrightTax. All data they created or were responsible for remains intact and accessible to other users.
| Troubleshooting |
A new user cannot log in to BrightTax
- Check that the user has been invited to your BrightHub organisation and has accepted the invitation.
- Check that BrightTax has been assigned to their account in BrightHub.
- Check that the user has been created in BrightTax System Settings > Users and is not set to Blocked.
A user can log in to BrightTax but cannot see certain clients
- Check whether Client List Locked to Responsible Clients is ticked for that user. If so, they will only see clients where they are set as the Responsible User on the client record.
| Frequently Asked Questions |
Q: Do I need to create the user in both BrightHub and BrightTax System Settings?
A: Yes. BrightHub controls who can access BrightTax — if the user is not in BrightHub with BrightTax assigned, they cannot log in. BrightTax System Settings controls what they can do once logged in — permissions, filing access, and client visibility.
Q: How many users can I have in BrightTax?
A: The number of users is determined by your BrightTax licence. View your current licence count in System Settings > Company Information > Licence Details. To add more user licences, go to BrightHub > Products.
Q: Can I reassign a blocked user's clients to another user?
A: Yes. Blocked users remain in the system. Go to each client record and update the Responsible User field to reassign clients to an active team member.
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