How to Create and Manage Users in Sage 50

Updated On: January 20, 2026 12:09 pm

Creating users in Sage 50 helps businesses control system access, protect financial data, and manage daily accounting tasks efficiently. Each user receives a unique login, which allows the system to track activity and limit access based on job role. This process supports security, accountability, and a smooth workflow.

This guide explains how to create new users in Sage 50, set permission levels, and manage access rights. These steps help teams work efficiently while keeping sensitive accounting information secure and organized.

What does creating users in Sage 50 mean?

Creating users in Sage 50 means setting up individual accounts for people who need to access your company’s accounting software. Each user is given a unique login and specific permissions, allowing them to perform only the tasks they are authorized to do. This ensures that sensitive financial data is secure, and it helps track who makes changes in the system.

In simple words, it’s like giving each employee a key to the parts of your accounting system they need, while keeping other areas protected.

User access levels in Sage 50

The access levels you assign determine which features each user can use.

To manage them, go to the Administration menu and select Practice Settings > User Access Levels.

Sage 50 provides default user access levels for you. While these default user access levels cannot be deleted, you can add new ones or edit and remove any custom access levels directly from this page.

Option	Administrator	Standard	Limited	None
Administrator	Yes	No	No	No
Back up data	Yes	Yes	No	No
Restore data	Yes	No	No	No
Add / Edit users	Yes	No	No	No
Delete users	Yes	No	No	No
Allocate companies to users	Yes	Yes	No	No
Add company	Yes	Yes	No	No
Edit company	Yes	Yes	Yes	No
Delete company	Yes	Yes	No	No
Add period of account	Yes	Yes	No	No
Edit period of account	Yes	Yes	Yes	No
Delete period of account	Yes	Yes	No	No
Tag computation	Yes	Yes	No	No
File online	Yes	Yes	No	No
View all clients	Yes	Yes	No	No
Work off / online	Yes	Yes	No	No
Run carry forward	Yes	Yes	No	No
Lock company	Yes	Yes	No	No

How to work with User Roles?

User Roles are a feature in the Quantum version of Sage 50 Accounting. They let you customize the access level for each user, controlling what parts of your company data they can view or modify.

Change a user’s role

• Ensure all other users are logged out of Sage 50.
• Choose Maintain, Users, and Set Up Security.
• If a notification about Roles appears, click OK.
• Select the user you want to modify from the list, then click Edit User’s Roles.
• Uncheck any roles you no longer want assigned to this user.
• Check the roles you want the user to have.
• Click Save, then Close.

Create a new role

• Ensure all other users are logged out of Sage 50.
• Then you have to select Maintain, Users, and Set Up Security.
• Click the Roles List tab.
• Select New Role.
• Enter a Role Name and Role Description.
• Assign access permissions for the various areas of Sage 50, then click Save.
  • In the Company section, grant full Post and Unpost access unless the role is view-only.
• Click Close to finish.

Edit a role’s access

• Make sure all other users are logged out of Sage 50.
• Go to Maintain, Users, and Set Up Security.
• Click the Roles List tab.
• Select the role you want to edit, then click View/Edit Role.
• Update access settings for each area of Sage 50, then click Save.
• In the Company section, grant full Post and Unpost access unless the role is view-only.
• Click Close when finished.

Delete a role

• Make sure all other users are logged out of Sage 50.
• Choose Maintain, Users, Set Up Security.
• Go to the Roles List tab.
• Select the role you want to delete.
• Click Delete Role.
• Confirm by selecting Yes.
• Click Close to finish.

Also Read: Fix The User You Entered is Already Logged into Sage 50 Error

Steps to Create Users in Sage 50

Create a new user:

1. Log in to Sage 50 Accounts using the Logon name: MANAGER.
2. From the Logon window, click Settings, then User Management, and select Users.
3. Click New, choose the required user type, and then click Continue.
4. In the User Profile window, enter the necessary information for the new user.

• Create a User Name- Every person using Sage 50 must have a unique user name. It can include uppercase or lowercase letters, numbers, and spaces.
• Password Not Required- Select this option if you don’t want the user to have a password. This option is only available for Standard user types.
• Require Password Change at Next Login- Select this option to force the user to change their password the next time they log in to the company.
• Create Password / Confirm Password- Adding a password for a user is optional, but it provides an extra layer of security.
  • Select the areas of Sage 50 you want the user to access by checking the corresponding boxes. Click Select All to allow access to every area.
    Note: This step is skipped for administrators, as they have full access by default.
  • Click Continue when done.
  • If you use Remote Data Access, click Allow Remote Data Access and enter the user details.
  • Review the User Summary, then click Save and Close.

How to add a new user to Sage 50 Cloud?

 To add a new user to Sage 50 Cloud, you have to:

Add users

• Sign in to the Sage Provisioning Portal at https://www.sageerponlineservices.com.
• Open Organizations, then select Users.
• Click Add User.
• Fill in all required User fields.
  • When creating the user, select all the checkboxes: Admin, Operator, and User. This step allows role assignment later.
• Click Save. An email will be sent to the user’s email address with a link to create their Sage account.
  • The user must sign in using the same email address you entered when adding them.

Assign the users

1. Click Dashboard at the top left.
2. Open the Site Dashboard.
3. Select the green company name in the middle.
   Note: Instead of selecting the Customer column, click the green firm name under the Name column.
4. Go to the Environment tab.
5. Click Assign User.
6. Under Organization, select All Users.
7. Choose the user’s role (User or Operator).
8. Select the user and click Assign.

How to edit user rights?

1. Go to Maintain, then Users, and then select Set Up Security.
   Note: If Set Up Security looks grayed out, ask the administrator to log in or take these actions.
2. Select the User Name you want to edit, then click Edit User’s Rights.
   For Quantum Accounting: Select the Roles List tab.
   Note: You can also edit role access using View/Edit Role. Changes to a role apply to all users assigned to that role.
3. Choose one of the following access levels: Administrator, Full Access, Selected Access, or None.
   • If you select Administrator or Full Access, click Save and skip to step 5.
   • If you choose Selected Access, click Next to open the Selected Access window.
4. In the Selected Access screen:
   • Set the desired access for the different areas of Sage 50.
   • Click Save when done.
5. Important Access Requirements:
   • Users need Post and Unpost access to process transactions.
   • Users need Forms access to print from a section.
   • Users must have View access (at least for Transactions in Prior Periods) to print reports.
6. Repeat these steps for other users if required.
7. Click Close when finished.

Also Read: Sage 50 User Logging and History

Set up access rights, logon names, and passwords for other users

Set up individual users in Sage 50 Accounts for everyone who will be processing transactions. This allows you to track each user’s activity and control their access to different areas of the accounts.

Enable Access Rights on Single-User Versions

In a multi-user version of Sage 50 Accounts, Access Rights are enabled by default. On single-user versions, you need to enable them manually:

1. Go to Settings and then click Company Preferences.
2. Enter your password if prompted, then click Parameters.
3. In the Others section, check the Access Rights box and click OK.
4. Confirm the changes by entering your logon password.
   Notes:
   • The default logon name is Manager with no password.
   • If you previously set a password for Sage 50 Accounts, use that password.
   • If you forgot the password, you can reset the Manager password.

Create a New User in Sage 50 Accounts (v27 and Above)

• Log in to Sage 50 as Accounts Manager.
  Click Settings, then User Management, and select Users.
  Click New and choose the user type:
  • Standard – Grant access for regular users.
  • Accountant or Bookkeeper – Access company data and manage other Accountant or Bookkeeper users.
  • Administrator – Full access to company data and all functions.
  • Read Only – View-only access to the modules specified in the access level section.
• Click Continue.
  Complete the Create New User window with the required information.

Create a User Name

Enter a user or logon name for the account.

Password Not Required

Select this option if the user does not need a password.

Require Password Change at Next Login

Choose this option to make the user change their password the next time they log in.

Create Password

Enter a password for the user.

Confirm Password

Re-enter the password to ensure it matches the original entry.

• Click Continue and choose the areas of the software that the user can access.

Check the boxes for the required areas. Use the arrow next to each area to define access to specific functions within that section.

• To give access to all areas, click Select All, then click Continue.
  Note: This screen does not appear for administrators because they have full access by default.
• If Remote Data Access is set up and required, click Allow Remote Access to let the user connect to the company data remotely.
• Review the User Summary, then click Save.
• The user will appear in the list showing their User Type and Level of Access. Click Close to exit.

Steps for Sage 50 Accounts v26 and below

• Log in to Sage 50 Accounts as Manager.
• From the menu bar, click Settings, then click Access Rights, and then click New.
• In the Create New User window, enter the following details:

User or Logon Name: Enter a user or logon name. This can be up to 32 characters long.

Password: Enter a password for the user. This can be up to 10 characters long.
Passwords are optional, except for the Manager logon, which requires a password.

Full Access / No Access: The user is given Full Access by default. Change this to No Access if required.

• Then click OK, and then click on Close.

Amend access rights

You can change each user’s access level to allow or restrict access to specific areas of the software as needed. Read-only access is available only in version 28.1 and later.

Steps for Sage 50 Accounts v27 and above

Note: These steps explain how to give a user permission to connect remotely using Remote Data Access.

1. Log in to Sage 50 as Accounts Manager.
2. Click Settings > User Management > Users.
3. Click Edit after selecting the user whose access rights you wish to modify.
4. Choose the option you want to amend from the left-hand menu:
   
   • User Type – Select the appropriate user type.
   • Profile – Change the user’s password by selecting Change Password.
   • Level of Access – Choose which areas of the software the user can access.
   • Remote Access – Update the user’s remote access settings to allow remote data access.
   • Confirmation – Review the user’s summary details.
5. Click Finish, then select Save.
6. You return to the User list. Click Close to exit.

Note: Removing access from certain software areas may automatically remove access from related options.

Steps for Sage 50 Accounts v26 and below

1. Log in to Sage 50 as Accounts Manager.
2. Click Settings, then click on Access Rights.
3. Select the user whose access rights you want to change, then click Edit.
4. Select or clear the relevant checkboxes to allow or restrict access.
5. To give access to specific parts of a module, click the plus (+) sign next to it and choose the required sub-categories.
6. Click OK, then click Close.

Note: Removing access from certain software options may also remove access from related options automatically.

Also Read: How to Switch Sage 50 from Multi-User Setup to Single-User?

Final Words

Creating users in Sage 50 is an important step in managing your accounting system securely and efficiently. By setting up individual users with the right access levels or roles, businesses can control who can view, edit, or process financial data. This not only improves data security but also helps track user activity, reduce errors, and maintain accountability. Proper user setup ensures smooth daily operations and better control over your company accounts.

Frequently Asked Questions: