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  • Access Manager permissions

    How to manage which ATO online services and functions others can access.

    On this page

    Assign and manage permissions

    Assign and manage permissions for our online services.

    Assign access and permissions

    To assign permissions to authorised users:

    1. Select Manage permissions.
    2. Select the user.
    3. Select the relevant permissions or Select all and Clear all buttons above the list.
    4. Select Save.

    Copy permissions

    To copy permissions from one user to another:

    1. Select Manage permissions.
    2. Select Copy permissions.
    3. Select the user from the drop-down menu that you want to copy the permissions for. Don't copy permissions from an authorised user with full access, as this may cause an error.
    4. Select the user that you want to copy the permissions to (you can select one or multiple users).
    5. Select Save.

    Disable or change user access

    To disable or change the status of an account:

    1. Select the Active or Disabled button. If Disabled is selected, the user won't be able to log in to Access Manager or any of our online services. A disabled account can be reactivated by selecting the Active button
    2. Select Save.

    Remove user access

    To remove a user's access:

    1. Select Manage permissions.
    2. Select the user then select Remove account. If removed, the user won't be able to log in to Access Manager or our online services. A removed account can be restored and made active.
    3. Select Confirm.

    Restore user access

    To restore a user's access:

    1. Select Manage permissions.
    2. Select Past credential holders history.
    3. Select Restore for the relevant user.
    4. Select Confirm.
    5. Select the restored user in the table page.
    6. Select Active against the Account status.
    7. Select Save.

    View user past credentials

    To view when a user was removed or restored:

    1. Select Manage permissions.
    2. Select Past credential holders history.
    3. Select the user.
    4. Select Close.

    View Access history report

    The Access history report includes the date and time the user logged in to an online service. You can view one or all authorised users' accesses.

    For registered agents, the report also lists the clients who have been accessed.

    To view the Access history report:

    1. Select Manage permissions.
    2. Select either
      1. the user (for one user) then Access history report
      2. Access history report – all users (for all users).
       
    3. Type the date and time range, then select Search.
    4. Select Export to download the report as a CSV file.

    View Update history report

    The 'Update history report' shows when an authorisation was created. This report can only display information for a single user.

    To view the Update history report:

    1. Select Manage permissions.
    2. Select the user.
    3. Select Update history report.
    4. Type the date and time range then select Search.
    5. Select Export to download the report as a CSV file.

    Definition of column headings in the permission tables

    Category – the category which the permissions are grouped.

    Permission/s required – the Access Manager permission required for a user to complete the activity or form in the online service.

    Activity or form – the activity or function the permission gives access to. For example, the 'FBT return' form is used in the SBR channel, while 'Update business registration details' is an activity available through Online services for business and the ABR.

    Transaction – used to control different levels of access for each transaction. For example, in relation to an activity statement:

    • View – view a lodged activity statement
    • Prepare – enter data for an activity statement but not lodge
    • Lodge – submit an activity statement to the ATO
    • Revise – update a previously lodged activity statement.

    Online services – the online service the permission applies to. Some permissions give access to multiple online services. For example, 'View business registration details' gives access to that function in both Online services for business and the ABR.

    Notes – Described restrictions or special considerations relevant to the permission.

    Permissions for business and tax professionals

    Permissions that apply to business and tax professionals in Access Manager and which online service they provide access to.

    The permissions in the following table apply to:

    • business – the business itself
    • business to business – a business acting on behalf of another business using the business appointment's function
    • registered tax and BAS agents with a client in focus.

    Table 1: Category – Accounts and payments

    Activity or form

    Permissions required

    Transaction

    Online services

    Notes

    Account Summary

    Account Details

    View

    OSB

    OSFA

    n/a

    Tax Accounts

    Account Details

    View

    OSB

    OSFA

    n/a

    Superfund Administration Account

    SoA

    View

    OSB

    OSFA

    Limited to ABNs belonging to SoA with APRA funds, RSA providers, EPSSS or businesses linked to them

    Refunds

    Refund request

    Action own mail

    Add / Update

    OSB

    OSFA

    n/a

    Transfer Requests

    Transfer request

    Action own mail

    Add / Update

    OSB

    OSFA

    Non-BAS agent functionality

    Payments

    Account Details
    Make payments

    Financial and payment details

    View

    Add / Update

    Add / Update

    OSB

    OSFA

    SBR

    n/a

    Payment Arrangements

    Payment plans

    Account Details

    Make Payments

    Add / Update

    OSB

    OSFA

    SBR

    Includes Add / Update financial and payment details

    Table 2: Category – Lodgment

    Activity or form

    Permissions required

    Transaction

    Online services

    Notes

    Activity Statements

    Activity Statement

    Registration

    Account Details

    View

    Prepare

    Lodge

    Revise

    View

    OSB

    OSFA

    SBR

    n/a

    Annual Investment Income Report

    Annual Investment Income Report

    Prepare

    Lodge

    OSB

    OSFA

    SBR

    n/a

    Attribution managed investment trust return

    Attribution managed investment trust return

    Prepare

    Lodge

    SBR

    n/a

    Certificate of Coverage request

    Certificate of Coverage request

    View

    Prepare

    Lodge

    Revise

    OSB

    OSFA

    SBR

    n/a

    Closely held trust beneficiary reports

    Includes TFN Report and TFN Withholding report

    Closely held trust beneficiary reports

    Prepare

    Lodge

    SBR

    Non-BAS agent functionality

    Includes TFN Report and TFN Withholding report

    Common Reporting Standard (CRS) statement

    Common Reporting Standard (CRS) statement

    Prepare

    Lodge

    OSB

    OSFA

    SBR

    Access is not available using Business Appointments

    Non-BAS agent functionality

    Community Housing Annual Report

    Community Housing Annual Report

    Prepare

    Lodge

    OSB

    Access is not available using Business Appointments

    Consolidated group notification

    Consolidated group notification

    Prepare

    Lodge

    SBR

    Non-BAS agent functionality

    Country by Country Report

    Country by Country Report

    Prepare

    Lodge

    OSB

    OSFA

    SBR

    n/a

    Direct Debit

    Direct Debit

    Prepare

    Lodge

    SBR

    Excluding BAS agents

    Duty Free Operator return

    Excise Forms

    View

    Prepare

    Lodge

    Revise

    OSB

    n/a

    Early stage innovation company report

    Early stage innovation company report

    Prepare

    Lodge

    OSB

    OSFA

    n/a

    Electronic Payments systems transaction report

    Electronic Payments systems transaction report

    Prepare

    Lodge

    OSB

    OSFA

    n/a

    Electronic Portability Form

    Electronic Portability Form

    View

    OSFA

    n/a

    Employee Commencement form

    Employee Commencement form

    View

    Prepare

    Lodge

    OSB

    OSFA

    SBR

    Employee commencement form access is required for stapled super fund requests

    Employee Share Scheme annual report

    Employee Share Scheme annual report

    Prepare

    Lodge

    OSB

    OSFA

    n/a

    Excise Claim

    Excise Forms

    View

    Prepare, Lodge

    Revise

    OSB

    n/a

    Excise Duty Return

    Excise Forms

    View

    Prepare

    Lodge

    Revise

    OSB

    OSFA

    n/a

    FBT Return

    FBT Return

    Prepare

    Lodge

    SBR

    Fringe benefits tax

    Foreign Account Tax Compliance Act (FATCA)

    Foreign Account Tax Compliance Act (FATCA)

    Prepare

    Lodge

    OSB

    SBR

    OSFA

    n/a

    FTCN

    Excise Forms

    Financial and payment details

    View

    Prepare

    Lodge

    Add / Update

    OSB

    OSFA

    n/a

    Further Information

    Objection and private ruling applications

    View and action own mail

    Prepare

    Lodge

    View

    OSB

    OSFA

    Access is not available using Business Appointments

    General Purpose Financial statements

    General Purpose Financial statements

    Prepare

    Lodge

    OSB

    OSFA

    Non BAS agent functionality

    GST Property credits

    Accounts

    View

    OSB

    OSFA

    n/a

    Income tax history and copy of return

    Account

    View

    OSB

    n/a

    Merchants Point of Sale transactions reporting

    Merchants point of sale transactions reporting

    View

    Prepare

    Lodge

    OSB

    OSFA

    n/a

    Non-Individual income tax return

    Non-Individual income tax return

    Prepare

    Lodge

    SBR

    Non-BAS agent functionality

    Objection and Private Ruling

    Objection and private ruling applications
    View and action own mail

    Prepare

    Lodge

    View

    OSB

    OSFA

    Access is not available using Business Appointments

    PAYG Payment Summary

    PAYG Payment Summary

    Prepare

    Lodge

    SBR

    Access is not available using Business Appointments

    Petroleum Stewardship of Oil Claim

    Excise Forms

    Financial and payment details

    View

    Prepare

    Lodge

    Add / Update

    OSB

    OSFA

    n/a

    Private Health Insurance Report

    Private Health Insurance Report

    Prepare

    Lodge

    OSB

    OSFA

    Available to ABNs belonging to a private health insurance fund

    Reported Transactions

    Accounts

    View

    OSB

    OSFA

    n/a

    Statement of Tax

    Account

    View

    OSB

    OSFA

    n/a

    Taxable Payment Annual Report

    Taxable Payment Annual Report

    Prepare, Lodge

    OSB

    OSFA

    Access is not available using Business Appointments

    Transfer balance Account Report

    Transfer balance Account Report

    Prepare

    Lodge

    OSB

    OSFA

    SBR

    Non BAS agent functionality

    TFN declaration

    TFN declaration

    Prepare

    Lodge

    OSB

    OSFA

    SBR

    Access is not available using Business Appointments

    Transfer of shares and units

    Transfer of shares and units

    Prepare

    Lodge

    OSB

    OSFA

    Non-BAS agent functionality

    Table 3: Category – Manage Employees

    Activity or form

    Permissions required

    Transaction

    Online services

    Notes

    STP Reporting

    Payroll Event

    View

    OSB

    OSFA

    SBR

    n/a

    STP Deferrals and Exemptions

    Payroll Event

    Lodge

    OSB

    OSFA

    SBR

    n/a

    Small Business Super Clearing House

    Small Business Super Clearing House

    View

    Lodge

    OSB

    OSFA

    n/a

    COVID-19

    Registrations

    Financial and payment details

    View

    Lodge

    Add / Update

    OSB

    OSFA

    n/a

    Table 4: Category – Communication

    Activity or form

    Permissions required

    Transaction

    Online services

    Notes

    Secure Mail

    View and action own mail

    View

    OSB

    OSFA

    Access is not available using Business Appointments

    Secure Mail Admin access

    Access other users mail

    View

    OSB

    OSFA

    Access is not available using Business Appointments

    History

    Communication History

    View

    OSB

    OSFA

    n/a

    Preferences

    Registration

    View

    OSB

    n/a

    Your Dealings

    n/a

    Default view

    OSB

    OSFA

    n/a

    Table 5: Category – Profile

    Activity or form

    Permissions required

    Transaction

    Online services

    Notes

    Business Details

    Registration

    View

    Add / Update

    OSB

    OSFA

    ABR

    n/a

    Business Addresses

    Registration

    View

    Add / Update

    OSB

    OSFA

    n/a

    Email addresses

    Registration

    View

    Add / Update

    OSB

    OSFA

    n/a

    Authorised contacts

    Registration

    View

    Add / Update

    OSB

    OSFA

    n/a

    Agent

    Registration

    View

    OSB

    n/a

    Associates

    Registration

    View

    OSB

    OSFA

    ABR

    n/a

    Financial Institution Details

    Registration

    Financial and Payment Details

    View

    Add/Update

    OSB

    OSFA

    SBR

    n/a

    Manage Card Details

    Financial and Payment Details

    Add/Update

    OSB

    OSFA

    n/a

    Tax Registration

    Tax roles

    View

    Add / Update

    OSB

    OSFA

    ABR

    n/a

    Tax practice administration

    The permissions in the table below are available if an ABN is associated with a registered agent number (RAN). Access can be granted to:

    • the client – give users access to your clients as a registered agent
    • a RAN – only applies to users who have been given access to the RAN within Access Manager
    • restricted clients – clients can be set as restricted clients in Access Manager and only users with permission to access a restricted client or all restricted clients can access these.
    Table 6: Permissions for tax practice administration

    Activity or form

    Permissions required

    Transaction

    Online services

    Notes

    Access to all restricted Clients

    Access to all restricted Clients

    None

    OSFA

    SBR

    ABR

    n/a

    Trust account details

    Trust account details

    None

    SBR

    Includes EFT reconciliation reports and lodgement performance reports

    View Agent reports including usage reports

    View Agent reports

    None

    SBR

    This includes Usage reports

    Client List - bulk download

    Client List - bulk download

    None

    OSFA

    n/a

    Reports

    Reports

    View

    OSFA

    SBR

    Includes client list reports and client lodgment reports

    Clients

    Clients

    View

    Add Update

    OSFA

    SBR

    ABR

    n/a

    Permissions for superannuation services

    The permissions in the table below apply to:

    • Australian Prudential Regulation Authority (APRA) funds
    • government non-regulated funds
    • self-managed super funds (SMSFs)
    • retirement savings account (RSA) providers
    • exempt public sector superannuation schemes (EPSSS)
    • life insurance providers (LIP).

    Permissions also apply to businesses linked to, or tax agents representing the services above.

    Table 7: Permissions for superannuation services

    Activity or form

    Permissions required

    Transaction

    Online services

    Notes

    EmployerTICK

    Employer TFN integrity check

    Validate

    SBR

    EmployerTICK

    Available to employers, or a business linked to an employer

    Self-Managed Superfund search and verify members

    SMSF – Search and verify members

    Verify

    SBR

    SVS

    Limited to APRA funds, government non-regulated funds and SMSFs

    Self-Managed Superfund verification service

    SMSF – Verification service for rollovers/contributions

    Verify

    SBR

    SVS

    Limited to APRA funds, government non-regulated funds, employers and SMSFs

    Superstream

    FVS

    FIA template

    Super products – List

    View

    SBR

    FVS

    Limited to APRA funds, RSA providers, EPSSS or businesses linked to them

    Superstream

    FVS

    Super products details – View

    View

    SBR

    FVS

    Limited to APRA funds, RSA providers, EPSSS or businesses linked to them

    Superstream

    FVS

    Super products details – Lodge

    Lodge

    SBR

    FVS

    Limited to APRA funds, RSA providers, EPSSS or businesses linked to them

    Superstream

    SuperTick

    Super – TFN integrity check (SuperTICK)

    View

    Validate

    SBR

    SuperTICK

    Limited to APRA funds, RSA providers or businesses linked to them

    Superstream

    MATS

    Super – Member information service (View)

    View

    SBR

    MATS

    Limited to APRA funds, RSA providers or businesses linked to them

    Superstream

    MAAS

    Super – Member account services (View)

    View

    SBR

    MAAS

    Superstream

    MAAS

    Super – Member account services (Lodge and update)

    Lodge and Update

    SBR

    MAAS

    Superstream

    SMAT access

    SuperMatch 2 Initiate ATO monies Transfer

    View

    Update

    SBR

    Limited to APRA funds, RSA providers or businesses linked to them

    Superstream

    SuperMatch2 Retrieve super details

    View

    SBR

    Limited to APRA funds, RSA providers or businesses linked to them

    SMSF Annual Return

    SMSF Annual Return

    Prepare

    Lodge

    SBR

    SMSF

    Super Guarantee Charge Statement

    Super Guarantee Charge Statement

    Prepare

    Lodge

    OSB

    OSFA

    n/a

    Super Compassionate Release of superannuation

    Super Compassionate Release of superannuation

    View

    OSB

    OSFA

    n/a

    Superannuation Contribution report

    n/a

    n/a

    n/a

    Non BAS agent functionality

    Member Contribution Statement

    Member Contribution Statement

    Prepare

    Lodge

    OSB

    n/a

    Audit Completion Advice

    SMSF Auditor reporting

    Prepare

    Lodge

    OSB

    SMSF Auditors

    Auditor Contravention Report

    SMSF Auditor reporting

    Prepare

    Lodge

    OSB

    SMSF Auditors

    Transfer balance Account Report

    Transfer balance Account Report

    Prepare

    Lodge

    OSB

    OSFA

    SBR

    Limited to APRA funds, SMSFs, RSA providers, EPSSS and LIPs

    Non BAS agent functionality

    Permissions for government partner agencies

    The permissions in the following table are available to ABNs which we have set up in Access Manager with access to the phoenix watch list or as a:

    • government partner agency
    • state and territory government agency.
    Table 8: Permissions for government partner agencies

    Activity or form

    Permissions required

    Transaction

    Online services

    Notes

    ABR API Agency

    ABRAPIAgency

    View

    ABR

    Govt

    Partner Agency

    Partner Agency

    View

    ABR

    Govt

    Partner Agency Search

    Partner Agency Search

    View

    ABR

    Govt

    State and Territory government Agency

    Gov.State Territory

    View

    Lodge

    OSB

    Govt

    Last modified: 01 Dec 2022QC 71003