You can add users to your Dext business account with or without login access, assign specific roles, and even bulk upload multiple teammates. This guide walks you through every option, including editing user privileges and troubleshooting common issues.
Before you start
Only Admins can add, edit, or remove users.
User limits depend on your current Dext plan.
You can update a user’s role or access at any time after they’ve been added.
If you don’t see the Users section in the sidebar, you don’t have permission to manage users. Contact an Admin in your account or your accountant/bookkeeper for access.
User access levels
When adding a user, you’ll choose whether they have login access.
Users with login access
Can log in to Dext.
Can submit, view, or manage documents depending on their role.
Can switch between accounts if they have access to more than one.
Users without login access
Cannot log in to Dext.
Can still be assigned as Document Owners.
Can submit documents using their unique submission email address.
Cannot view or manage items in the Dext web app.
You can change a user’s login access or role at any time.
Plan limits and user bundles
Depending on your Dext plan, there may be a limit to the number of users you can add.
If you’re a Business Admin, you can:
Purchase additional users, or
Upgrade your user bundle directly in the Dext web app
Go to Business settings > Subscription to manage your plan.
How to add a user
Go to Users in the Dext web app.
Select Add a user.
3. Enter the user’s details and choose whether to give them login access.
4. Select Next, then choose a role for the user.
5. Review and add any additional permissions, if needed.
6. Choose how to send the invitation (email or text message).
7. Select Add to send the invitation.
The user will receive an invitation by email or text to join your business account.
Note: User Admins will only have the option to add other User Admins or Standard Users.
Add multiple users
You can add several users at the same time from the same area of your account.
Go to Users.
Select Add multiple users in the top-right corner.
3. Manually enter user details, or upload a CSV file.
4. Choose whether to notify users by email.
5. Review the details, then select Add to send the invitations.
What does the invitation look like?
After you add a user, they’ll receive an invitation based on how you chose to notify them.
Email invitation
The user receives an email from Dext with a Log in button. Selecting the button lets them accept the invitation and access your business account.
Text message invitation
If you send the invite by text, the user receives an SMS with a secure link.
When they tap the link:
A web page opens where they set up their password.
They’re then shown a confirmation screen with instructions on how to download the Dext mobile app and sign in.
What happens when you invite an existing user?
What happens next depends on whether the user already has a Dext account and whether their email is verified.
If the user already has a Dext account and a verified email
They’re automatically added to your business account
The next time they log in, your business will appear in their account switcher
If the user hasn’t verified their email
Their status will show as Pending invitation in the Users list
The invitation is valid for 1 week
Until they accept the invitation:
They’re only added as a Document Owner
You can assign items and submit documents on their behalf
They won’t be able to log in, submit documents themselves, or use the account switcher
Once they accept the invite, their email is verified and they’ll get full access based on their role.
Manage existing users
Once a user has been added, you can manage them from Users using the Manage menu.
From here, you can:
Edit user details
Edit privileges
Resend invitations
Reset passwords
Deactivate or remove users
Note: User Admins can only manage other User Admins and Standard Users.
Resend an invitation
Invitations expire after 14 days if they aren’t accepted. To resend a user's invitation:
Go to Users.
Select Manage next to the user.
Choose Resend invitation.
Edit a user’s details
To update a user’s personal or business-related information:
Go to Users.
Select Manage next to the user.
Choose Edit user details.
From this screen, you can:
Update contact information
Manage Extract by email addresses
Activate or manage WhatsApp integration
For more information, see:
Edit a user’s privileges
To change a user’s role or access level:
Go to Users.
Select Manage next to the user.
Choose Edit privileges.
Update the role or permissions, then select Save.
For a full breakdown of what each role can do, see our Roles and permissions article.
Remove or deactivate a user
If a user no longer needs access, you can deactivate or remove them.
To learn the difference between these options and how to complete the process, see How to remove a user from your business account.
Troubleshooting & FAQs
The user didn’t receive their invitation email
The user didn’t receive their invitation email
If the invitation isn’t showing up:
Ask the user to check their Spam or Junk folder
Make sure no-reply@notifications.app.dext.com is whitelisted
Resend the invitation from the Users section
If the issue continues, please contact our support team.
Why can't I see the Users page?
Why can't I see the Users page?
Only Admin users can access the Users page.
If you don’t see it, you’re likely a Standard User in the account. You’ll need an Admin or your accountant/bookkeeper to update your role if you need access.
Why is the Manage button greyed out for a user I'm trying to edit?
Why is the Manage button greyed out for a user I'm trying to edit?
This usually happens when you’re a User Admin and the colleague you’re trying to manage is a Business Admin.
User Admins can manage Standard Users and other User Admins, but they can’t add, remove, or change Business Admins. In this case, the Manage button is disabled and shows a message explaining that you don’t have access to manage this user.
For more details, see Roles and permissions in Dext.