Create Users in Sage 50

Updated On: January 16, 2025 5:32 am

Adding users in Sage 50 allows multiple people to access and use the accounting software at the same time, with assigned roles and permissions. This is useful for businesses handling invoicing, payroll, and financial reporting across departments. Setting up users helps control data access, streamline workflows, and enhance collaboration. Follow the steps below to create users in Sage 50 users, assign permissions, and manage user access.

Create Users in Sage 50 Accounts

If multiple people use Sage 50 Accounts, create distinct logins to track activity and manage access to different areas. In multi-user versions, creating individual logins allows several users to work in the same company file simultaneously.

1. Use the login name MANAGER to access Sage 50.
2. Click Settings, then select User Management, and choose Users.
3. Click New, select the user type, and click Continue.
   • Set Up the User Name: Enter a name for the user. You can include uppercase, and lowercase letters, numbers, and spaces.
   • Password not required: Enable Password not required if the user does not need a password (only for standard user types).
   • Require Password Change: Select this to prompt the user to change their password at the next login.
   • Create Password/Confirm Password: Create a password and confirm it for added security (optional but recommended).
4. Choose the areas of the software the user can access by checking the appropriate boxes.

For full access, click Select All.

Note: Administrators automatically have full access.

6. Click Continue after it is complete.
7. If using Remote Data Access, click Allow Remote Data Access and enter the required user details.
8. Review the User Summary to confirm the settings.
9. Click Save, then Close.

Also Read: How to Fix Sage 50 Login Error?

Create a New User with Remote Data Access

Checking Remote Data Access (RDA)

To allow other users to access company data remotely, ensure your data is linked to Remote Data Access (RDA).

• In your software, click Help and select About.
• Look for Remote Data Access under Features Enabled.

If the status shows No, enable Remote Data Access before proceeding.

Creating a New User with Remote Access

1. Open Sage 50 Accounts and log in using the MANAGER account.
2. Click Settings, then select User Management, and choose Users.
3. Click New, then choose the required user type.

User Types

1. Standard User
   • Access is limited to specific parts of the software.
   • This user cannot manage other users.
2. Accountant or Bookkeeper
   • Must use Sage 50 Account Client Manager.
   • Can restrict access to certain parts of the software.
   • Can add and manage new Accountant or Bookkeeper users.
3. Administrator
   • Has full access to company data.
   • Can perform most user management tasks.
4. Read-Only
   • Sage 50 Accounts v28.1 and above.
   • Cannot add new records, but can view data and generate reports.
5. Enter the required information and click Continue:

• Username: Can include uppercase, lowercase letters, spaces, or numbers.
• Password not required: To remove the password requirement for standard users.
• Require password change at next login: The user can update their password upon logging into this company.
• Create password: Enter and confirm the user’s password. These fields will not appear if the Password not required checkbox is selected.

1. Check the boxes for the places the user can access, then click Continue.

NOTE: This window does not apply to administrator users, who have full access by default.

1. Select the Allow Remote Data Access checkbox.
2. Enter the user information, then click Continue.
3. Check the User Summary, then click Save and Close.
4. If prompted, log into your Sage Account and enter the verification code. 

Contact the User

Once access is granted, the user will receive an email invitation to access the company data.

What the User Needs:

• Your Sage 50 Accounts version number—they must install this version to view the data.
• TIP: You can find this in the Help menu > About section of the software.
• Sage account – The user needs a Sage account using the email address.
• The passphrase for your data— this is the password used during the initial data upload.
• The login and password are created for the user to access Sage 50 Accounts.

Also Read: How to Troubleshoot Sage Employee Login not Working?

Conclusion!

Granting remote access to users in Sage 50 ensures secure, controlled, and efficient teamwork. By adding users, assigning permissions, and enabling remote data access, you can improve workflows while protecting sensitive data. Ensure users have the correct information to log in and access data securely. If you have any doubts, contact customer support—they are available to assist you 24/7.

Frequently Asked Questions: