Sage User Management Guide

• Model type: role-based
• Description: Sage Intacct uses a role-based access control model. Administrators create Roles that bundle specific module-level and function-level permissions (view, add, edit, delete). Roles are then assigned to users. Permissions can also be set at the entity level in multi-entity environments, allowing granular control over which companies a user can access.
• Custom roles: Yes
• Custom roles plan: Not documented
• Granularity: Module-level and function-level (view, add, edit, delete) per role; entity-level restrictions available in multi-entity configurations.

1. Log in as an Administrator.
2. Navigate to Company > Admin > Users.
3. Click the '+' or 'Add' button to create a new user.
4. Enter the required user details: User ID, Last name, First name, Email address, User type.
5. Assign one or more Roles to the user to grant permissions.
6. If operating in a multi-entity environment, configure entity-level access.
7. Set the user's status to Active.
8. Save the user record. The system sends an email invitation to the specified email address.

Required fields: User ID (login name), Last name, First name, Email address, User type

Watch out for:

• User ID must be unique across the Sage Intacct company and cannot be changed after creation.
• The user receives an activation email; if it is not received, check spam filters or resend from the user record.
• Roles must be created before they can be assigned; a user with no role assigned will have no module access.
• In multi-entity companies, entity-level access must be explicitly granted; users do not inherit access to all entities by default.
• Adding a user increases the named-user seat count, which may affect billing at the next renewal.

• Can delete users: No
• Delete/deactivate behavior: Sage Intacct does not allow permanent deletion of user records because users may be associated with historical transactions and audit trail entries. Instead, administrators deactivate users, which prevents login while preserving all historical data and associations.

1. Log in as an Administrator.
2. Navigate to Company > Admin > Users.
3. Locate and open the user record to be deactivated.
4. Change the user's Status field from 'Active' to 'Inactive'.
5. Save the record.

Watch out for:

• Deactivated users cannot log in but their historical transaction data and audit trail entries are fully preserved.
• If an integration or scheduled report runs under the deactivated user's credentials, it will fail immediately upon deactivation.
• Reactivating a user restores their previous role assignments and access; verify role assignments are still appropriate before reactivating.
• Seat release timing at billing depends on contract terms; confirm with Sage or your reseller whether mid-term deactivation reduces the invoice.

• Where to check usage: Company > Admin > Users - filter by Status = Active to view current active (licensed) users.
• How to identify unused seats: Review the Last Login date column on the Users list (Company > Admin > Users) to identify users who have not logged in recently. No built-in automated unused-seat report is documented in official help.
• Billing notes: Sage Intacct uses named-user licensing. Pricing is quote-based and negotiated annually. Adding users mid-term may result in a prorated charge; removing users (deactivating) may not reduce the invoice until the next renewal depending on contract terms. Confirm seat-change billing terms with Sage or your authorized reseller.

Sage Intacct does not support bulk CSV user import natively, so onboarding multiple users requires creating each record individually. Every active Business User consumes a paid named-user license; seat counts are negotiated annually, and mid-term additions may trigger prorated charges depending on contract terms.

Deactivating a user frees the seat in principle, but billing relief typically does not apply until the next renewal - confirm the exact terms with Sage or your reseller.

Community evidence is not specific enough to quote or summarize yet for this app.

Use the Business User type for anyone who needs access to financial modules (GL, AP, AR, Cash Management). Reserve Employee User for non-accountant staff who only need expense or time-entry self-service. Project User is only available when the Projects module is licensed.

Administrator access should be tightly scoped - every admin action is logged in the audit trail, and there is no documented limit on the number of admins, so governance is a manual discipline.

Bottom line

Sage Intacct's user management is functional but entirely manual at scale: every app requires individual provisioning, role assignment must be done before a user can access any module, and seat costs are tied directly to active named users.

Teams managing more than a handful of users should audit the Last Login column in Company > Admin > Users regularly to identify inactive seats before the next renewal cycle, and should document integration credentials separately so deactivations do not silently break automated workflows.