Admins manage users and roles from the Users page. This article covers changing someone's role, choosing the right one, what to do if there's nobody to ask, and who can change billing or your accountant. To find out what each role can do, go to What can each business role do in Dext?
Note: If you're an accountant or bookkeeper changing a role in a client account, go to How to change a user's role in a client account
How do I make someone an admin or change their access?
Go to Users in the sidebar.
Select Manage next to the user.
Choose Edit privileges.
Choose the role and permissions, then select Save.
Which role should I give someone?
Pick the role based on what the person needs to do:
Who they are | Role to give them |
Runs the business and pays for Dext | Business Admin |
Office manager who sets up users and settings, but doesn't handle the subscription | User Admin |
In-house bookkeeper or finance team member who reviews and publishes everyone's items | Standard User with Access all documents and a publishing option, or User Admin if they also need settings |
Employee who sends in their own receipts or expense claims | Standard User, with Create expense claims if they claim expenses |
Manager who approves their team's items | Standard User, added as an approver in your approval workflow |
How do I set up staff who only submit receipts or expense claims?
Make them a Standard User and keep their other options off. They'll only see what they submit, and an Admin publishes it.
Go to Users in the sidebar.
Select Manage next to the user.
Choose Edit privileges.
Choose Standard as the role.
Leave Access all documents off.
Turn on Create expense claims if they claim expenses.
Set Publishing permissions to No publishing.
Select Save.
To add someone new with these settings, go to How to add users to your business account
Who can make someone an admin or change their access?
Only Admins:
Business Admins can change anyone's role, including other Business Admins. The only exception is the account owner.
User Admins can change the role of Standard Users and other User Admins.
Standard Users can't open the Users page, so they can't change roles.
If you're a Standard User and need a different role, ask a Business Admin or your accountant or bookkeeper.
How do I check my role, or who the admins are?
If you’re an Admin, go to Users in the sidebar. The Role column shows everyone’s role, including yours, and the account owner has (Owner) next to their name.
If there’s no Users in your sidebar, and Business settings only shows Connections and Vehicles, you’re a Standard User. Standard Users can’t see who the Admins are, so ask your accountant or bookkeeper, or contact our support team
What if our admin has left, or I don't know who it is?
You can still get your role changed. As a Standard User, you can't open the Users page to check who the Admins are, so ask:
Your accountant or bookkeeper: if they have access to your account through their practice, they can change anyone's role, including yours and the account owner's.
Our support team: if nobody can change your role, contact our support team
Can I change the account owner's role?
Not from inside your business account. The account owner is usually the first user added, and you can't deactivate or remove them either.
If your accountant or bookkeeper has access to your account through their practice, they can change the owner's role for you. The owner stays the account owner, regardless of their role.
How do I change the account owner?
Only our support team makes this change. The new owner must be a user in your business account with login access. If they aren't, add them first: go to How to add users to your business account
Then contact our support team with:
The new owner's name and email address
Your confirmation that we can copy the current owner into the conversation
If the current owner has left your business, tell us and we'll explain what we need to confirm the change. The new owner gets the Business Admin role.
Tip: Changing the owner of several accounts? Contact us once and list each account's CRN, from Business settings > Business profile, with the new owner for each.
Who can take over billing or change our accountant?
It depends on your role. None of these changes needs a new account owner.
Take over the subscription from your accountant: Business Admins only. Go to How to take over your Dext subscription from your accountant
Reactivate an account your accountant deactivated: Business Admins only. Go to How do I reactivate my expired Dext business account?
Switch to a different accountant, or disconnect yours: Business Admins and User Admins, from Business settings > Accountant. Go to How to remove or change your accountant's access to your Dext account
Let your accountant pay for your subscription: invite them from Business settings > Accountant first, then your accountant takes over the subscription from their practice. Go to How to invite your accountant to access your Dext account
If you're a Standard User, ask a Business Admin on your account.
How do I add or remove users?
To add a user and choose their role, go to How to add users to your business account
To remove or deactivate a user, go to How to remove or deactivate a user from your business account
Frequently asked questions
What access does my accountant have in my account?
If your accountant or bookkeeper reaches your account through their practice account, they act as an Admin in it, whatever their role in the practice. They can see all your documents, including the Bank workspace, and change anyone’s role, including the account owner’s. They don’t appear on your Users page, and their practice decides which of its staff can open your account.
To remove a practice’s access, a Business Admin or User Admin can disconnect it from Business settings > Accountant. Your documents and users stay. Go to How to remove or change your accountant’s access to your Dext account
If your accountant is a user in your account instead, for example, an in-house accountant or someone you added on the Users page, their access depends on the role you gave them, like any other user. You’ll see them on the Users page, where you can change their role or remove them. Go to How to remove or deactivate a user from your business account
Why is the Manage button greyed out?
Usually because you're a User Admin and the user is a Business Admin. User Admins can't change Business Admins, and Dext shows a message that you don't have access to manage this user.
Ask a Business Admin or your accountant or bookkeeper to make the change.
Why can't I see a page or setting?
Often it's your role. Standard Users can't open the Users page, and in Business settings they only see Connections (cost and sales) and Vehicles. Only Business Admins can open the Subscription page to buy or change a plan.
How do I remove myself from an account I no longer work with?
You can't remove yourself, even as an Admin. Ask an Admin on the account to remove you, or your accountant or bookkeeper. If nobody can, contact our support team. If you're the account owner, the owner needs to change first.
For the steps an Admin follows, go to How to remove or deactivate a user from your business account
Why can't I connect or refresh Xero?
You need to be a Business Admin or User Admin in Dext. Your user in Xero also needs the right permissions there. Go to How to refresh your accounting software data in Dext