This article explains how to add colleagues to your practice account, assign roles and permissions, and manage colleague access to client accounts. It also covers adding multiple colleagues at once and the actions available from the colleague management menu.

Before you start

Only Admin users can view the Team page and add new colleagues to a practice account.
If you don’t see the Team menu and need to add a colleague, contact an Admin user in your practice.

Important: All practice users act as Admins in client accounts they have access to, regardless of their role in the practice account itself.

Add a colleague

Go to Team > Colleagues.
Select Add a colleague.

3. Enter the colleague’s first name, last name, and email address, then select Next.

4. Choose a role for the colleague and review the permissions shown.

5. Select which clients the colleague should have access to.

6. Review the invitation details, then select Add to send the invite.

The colleague will receive an email invitation to join your practice account.

Example email invitation to join a Dext practice account with a Log in button available.

Choose a role and permissions

When you select a role from the drop-down, the available permissions update automatically.

Practice Admin: Full access to the practice and all clients. No additional permissions need to be configured.
Client Admin: Has access to all clients by default, but does not have access to sensitive practice settings (such as subscription).
Standard user: Limited access by default, with optional permissions depending on your setup.

Add a colleague wizard on the Role step with the Role drop-down open, showing options Practice Admin, Client Admin, and Standard; additional permission toggles are visible below.

Tip: For a full breakdown of each role and its permissions, see the Roles and permissions article.

Select client access

Practice Admins and Client Admins have access to all clients by default.
For Standard Users, you can choose whether the colleague can access all clients or only specific clients.

Add a colleague wizard on the Client access step showing a toggle to give access to all clients, a search field, and a client list with Bookkeeping access switches.

Add multiple colleagues

You can add several colleagues at the same time from the same area of your practice account.

Go to Team > Colleagues.
Select Add multiple colleagues in the top right corner.
Choose one of the following options:
- Manually enter colleague details, including name, email, role, and client access.
- Upload a CSV file using the provided template to add colleagues in bulk.
Choose whether to notify colleagues by email.
Review the details, then select Add to send the invitations.

Add multiple colleagues modal with a Select file button for CSV upload, an email notification toggle, and rows to enter first name, last name, email, mobile number, role, and client access.

Manage existing colleagues

Once a colleague has been added, you can manage them from Team > Colleagues using the Manage menu.

Team > Colleagues list with the Manage dropdown open for a colleague, showing options like Edit colleague details, Edit privileges, Resend invitation, Deactivate colleague, and Remove colleague.

Note: Client Admins can only manage other Client Admins and Standard Users.

Resend an invitation

Invitations expire after 14 days if they aren’t accepted. To resend a colleague's invitation:

Go to Team > Colleagues.
Select Manage next to the colleague.
Choose Resend invitation.

Manage a colleague’s client access

You can update which client accounts a colleague can access.

Go to Team > Colleagues.
Select Manage next to the colleague.
Choose Client access.

For detailed steps, see Managing a colleague’s access to clients.

Edit a colleague’s details

You can update a colleague’s personal details and business-related settings.

Go to Team > Colleagues.
Select Manage next to the colleague.
Choose Edit colleague details.

From here, you can:

Update contact information
Manage Extract by email addresses
Activate or manage WhatsApp integration

Edit colleague details page showing fields for name, email, and mobile number, plus Extract by email addresses for Costs and Sales and a WhatsApp integration section with an Activate button.

For more information, see:

Edit a colleague’s role or permissions

You can update a colleague’s role or permissions at any time.

Go to Team > Colleagues.
Select Manage next to the colleague.
Choose Edit privileges.
Update the role or permissions, then save your changes.

Remove or deactivate a colleague

If a colleague 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 colleague from your practice account.

Frequently asked questions

Why can’t I see the Team menu?

Only Admin users can access the Team > Colleagues page.

If you don’t see the Team menu, you’re likely a Standard User in the practice. You’ll need an Admin to update your role if you need access.

Why is the Manage button greyed out for a colleague?

This usually happens when you’re a Client Admin and the colleague you’re trying to manage is a Practice Admin.

Client Admins can manage Standard Users and other Client Admins, but they can’t add, remove, or change Practice Admins. In this case, the Manage button is disabled and shows a message explaining that you don’t have access to manage this user.

Only Practice Admins can manage all colleagues in the practice.

For more details, see Roles and permissions in Dext.

How do I check my role in the practice account?

If you can see Team > Colleagues, go there, find your name in the list, and check the Role column.

If you can’t see the Team menu, you’re a Standard User in the practice account. Standard Users don’t have access to the Team page, so you’ll need to ask a Practice Admin to update your permissions if needed.