• Frequently asked questions about access manager (AM)

    How do you log in to AM? 

    What permissions do administrator AUSkey holders have? 

    What is an access administrator? 

    What are my responsibilities as an access administrator? 

    When can I view a new standard user in AM? 

    What are restricted clients? 

    Why have restricted clients? 

    What happens when you restrict a client? 

    What happens when you remove a restricted client? 

    Can a user have access to multiple agent numbers? 

    How can you prevent unauthorised access to your practice information? 

    Where can you find additional help and support? 

    How do you log in to AM? 

    You can log in to AM from:

    You require either:

    • an administrator AUSkey
    • a standard AUSkey with delegated administrator access.

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    What permissions do administrator AUSkey holders have? 

    Administrator AUSkey holders will originally have unrestricted access to our online services, such as the portals, including the ability to set standard AUSkey holder permissions in AM. Staff who can set permissions in AM are called ‘access administrators’.

    Once you assign the standard AUSkey user access to the portals, anything they do within the portal is legally binding on your business as if you had undertaken the transaction within the portal. This arrangement is no different to many of the existing paper arrangements you have with employees.

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    What is an access administrator? 

    An access administrator can log in to AM to modify the access and permissions for their business. By default, holders of a standard AUSkey do not have access to AM.

    However, holders of an administrator AUSkey can appoint a standard AUSkey holder as an access administrator.

    This appointment allows them to manage staff access to our online services, such as the portals, but it is limited in that a delegated access administrator cannot appoint other access administrators or modify their own access.

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    What are my responsibilities as an access administrator? 

    Access security 

    By logging in to AM, you agree to:

    • comply with the terms and conditions that relate to the AUSkey
    • keep the AUSkey secure at all times
    • not disclose your password or share it with others.

    Data security 

    Data about individuals and entities within AM is confidential – you must ensure that unauthorised persons do not compromise the integrity of that data. If your computer will be unattended, even briefly, you must log out from AM or lock your computer.

    Responsibilities 

    By providing others in the practice with electronic access to your clients' information through an AUSkey or as a registered tax or BAS agent for tax purposes, you understand:

    • what that type of AUSkey allows that user to access
    • what transactions these users can undertake
    • the nature of your relationship with your clients that have appointed you as an agent for tax purposes
    • what others in your practice can access
    • what transactions others in your practice can undertake
    • the actions these users undertake through AM are legally binding on your practice.

    AM allows you to manage who has electronic access to your clients’ tax information and you need to implement processes that allow you to regularly review and monitor who has access to your clients’ records.

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    When can I view a new standard user in AM? 

    New standard users must first login in to the portal before an access administrator can see their account in AM. Once the users account is created, the access administrator can then assign permissions to the user.

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    What are restricted clients? 

    Defining a client as restricted allows you to nominate which, if any, of your standard AUSkey users can access that client’s information in the portal.

    To add a client to the restricted list in AM, go to the Restricted clients screen available from the left-hand menu.

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    Why have restricted clients? 

    As a registered agent you may manage clients deemed to be sensitive or private. You may not want some or all of your staff with a standard AUSkey to have access to these clients’ information in the portal.

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    What happens when you restrict a client? 

    When you restrict a client, access administrators are the only users who will have access to that client’s information. You can then specify which standard AUSkey users will have access to the client in the portal.

    A delegated access administrator can grant themselves access to a restricted client.

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    What happens when you remove a restricted client? 

    Removing a client from the restricted client list allows all your standard AUSkey users to have access to the client’s information in the portal.

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    Can a user have access to multiple agent numbers? 

    Yes. In AM, this can be done via the Access and permissions menu. Select Tax Practitioner access, select the user, then select the agent number you are giving access to.

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    How can you prevent unauthorised access to your practice information? 

    Where you have allowed your staff access to your clients’ information in the portal, we strongly recommend you:

    • use AM regularly to ensure only those you want to have access to the portals are authorised to do so
    • cancel AUSkeys for staff who no longer require them, or where the AUSkey has been compromised
    • remove access immediately if you have any concerns about an individual AUSkey user's activities
    • ensure each person who deals with us online on behalf of your practice has their own AUSkey
    • keep AUSkey passwords secure and not allow them to be shared.

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    Where can you find additional help and support? 

    Additional help and support information can be found by logging into AM and viewing Help.

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If you follow our advice or guidance and it turns out to be incorrect, or it is misleading and you make a mistake as a result, we will take that into account when determining what action, if any, we should take.

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If you feel that our advice and guidance does not fully cover your circumstances, or you are unsure how it applies to you, contact us or seek professional advice.

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