Add Users Available to Basic Payroll, Full Service Payroll, Accounting Premium, and Accounting Basic
Assign Permissions - Basic Payroll, Full Service Payroll, Accounting Premium,
You can add users to your Patriot Software account for both accounting and payroll access. While you can limit some company-level administrative and payroll access from these added users, they can access all accounting tasks unless you have Accounting Premium.
If you are a Partner with Patriot and manage users to access your client companies, see Partners: Managing Multiple Users for Your Clients in Patriot.
Please note that when using the time and attendance or HR software, you can assign managers and departments and give managers special permissions to access direct reports’ information and more in their employee portal. See our help article for more information on assigning managers and permissions.
Same-page User Restrictions
There are some restrictions when more than one user is working on the same page at the same time, such as running a payroll or editing information, that will prevent a user from continuing. This is a safety feature that will lock out a user until the first user has completed the task. In this case, the user will see a message that this page is currently in use.
How to Add and Manage Users and Permissions
Go to Settings > User Settings > Manage Users
If you haven’t added any users, only you as the original user and administrator will appear in your list
Click “Add New”.
Enter the email address for the new user. Patriot will email an invitation for this new user to register.
Choose which overall company permissions you would like the user to access. You can choose the following:
Manage Company Info – This allows the user to view and edit the company name, address, health benefits, upload files to support, and main point of contact.
Payment Settings – This allows the user to view and edit your company bank account for paying taxes and direct deposits, apply/cancel your direct deposit, and your company credit card for monthly payments.
Manage Users – This allows the user to add more users and manage the user list, including permissions.
Payroll Permissions – (Available for Payroll Only)You can assign Full access, no access (if you have accounting software also), or payroll reports only.
Full Access for All Payroll – (Available for Payroll Only) This allows the user to have full access to employee information and run payrolls
View Only Payroll Reports – (Available for Payroll Only) This allows users to view all payroll reports, including some personal identifiable information (PII).
1099 Permissions – (Available for Payroll and Accounting Premium) This allows the user to create, print, and file the 1099/1096 forms.
Sales & Customer Management - (Available for Accounting Premium only)
Manage customer and invoicing tasks. View receivables related reports and settings.
Edit Customer Invoices/Payments
Delete Customer Invoices/Payments
Payables & Vendor Management (Available for Accounting Premium only)
Manage vendor and payables tasks. View payables related reports and settings.Edit Vendor Bills
Delete Vendor Bills/Payments
Financial Tasks Manage financial tasks. (Available for Accounting Premium only)
Edit Transactions
Delete Transactions
Receipts/Documents
Manage and view receipts and documents.
You can edit these permissions at any time, even after the user has been added. For any permission you restrict, the user will not see the links, or have access to these pages.
Click “Invite User.”
At this point, you will be taken back to the “Manage Users” list. This user’s status will be “Pending” until the user relieves their registration email and completes the sign-up process. While they are pending, you can resend or cancel the invitation.
Admins and other users will log into the software using login.patriotsoftware.com.
The invited user will receive an email from [email protected] with the subject line, “Welcome to Patriot Software!”
The invited user should click the link in the email to finish registration. The registration page will open. Your invited user will enter their first and last name, select their username and password, and set up MFA. If they already have access to another Patriot account, they can enter their login credentials. See our help article on Multiple Company Access for more information.
Once the user has completed their registration, they can now log in and access your Patriot account.
Resending and Canceling User Invitations
When a user’s invitation is still pending, meaning, they have not yet completed their own user sign-up process, you may either resend the invitation or cancel the user invitation.
Changes and edits can only be made by the user by
Go to Settings > User Settings > Manage Login Information.
From the Manage Users page, click the Edit icon at the end of the row.
At the top of the page, click either “Resend Invite” or “Cancel Invite.”
If you cancel a user invitation, the link in the user’s email invitation becomes invalid, and they will not be able to sign up as a user.
The user will be removed from your active “Manage Users” list.
Inactivating a User
If you no longer wish to grant a user access to Patriot Software, on the Manage Users page, click the Edit icon at the end of that user’s row.
Go to Settings > User Settings > Manage Login Information.
From the Manage Users page, click the Edit icon at the end of the row.
Uncheck the “Active” box.
How to Change the Administrator on the Account
Unfortunately, there is no way to assign the Admin User to a different user already set up in the account and we will need to assist you.
Patriot Software allows only one admin per account.
To update the Admin on the account, the owner of the business will need to email [email protected] with:
Articles of Incorporation of the business
Driver’s License of the business owner
The new email address you want as the admin
Our team will send an email to the requested email address with further instructions.
How to Get Account Access When the Admin is Deceased
If the owner has passed away and a new Admin needs to be set up you can email the following documents to [email protected]:
Copy of the death certificate of the deceased owner
Proof that the person asking to be the new Admin is the new business owner
You can “Show Inactives” by toggling the switch at the top of the list to either include or exclude inactive users.
Change the Status from Active to Inactive.
Click “Update User.”
Any credentials giving access to your company will be disconnected.