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  • Business appointments

    The Business Appointments function allows:

    Who has access to my business

    This function is for a principal business to appoint another business to represent them for tax purposes.

    Permissions – when you create an appointment, you select specific permissions to authorise the services the representative may access on your behalf.

    Managing appointments – existing business appointments can be viewed, modified (permissions changed), or removed.

    Note: Permissions for users in the appointed business are managed by authorisation administrators in the business, based on the permissions you granted. All Administrators in the appointed business have automatic access to the permissions you granted their business.

    Whose business I can access

    This function is for businesses who are appointed as representatives, to act on behalf of the principal businesses that gave them access.

    An appointed business can:

    • view businesses they can act on behalf of
    • view permissions a business has granted them
    • authorise their own users to an appointment and grant them permissions.

    Appointed business permissions – the appointed business can assign permissions to users in its own business, to access a principal business. Only permissions authorised by the principal business can be assigned to the users in an appointed business.

    The auto access function allows Administrators in the appointed business to add and remove permissions for their Authorised users. Authorised users with auto access:

    • get access to future business appointments given to the business
    • get authorisation to all permissions made available by each business appointment.

    Permissions can be manually assigned for users requiring specific permissions.

    Appointing a representative business for tax purposes

    A representative business for tax purposes is an entity that you appoint to act on your behalf in the Business Portal. Transactions completed on your behalf by such an entity are legally binding, as if you had done them yourself.

    A representative business in this context is not the same as a registered agent. This agency relationship is separate to, and in addition to, any relationship you may have with a registered agent.

    Your representative for tax purposes can view and work with your tax information in the portal. Before you allow your representative access to your information, make sure you fully understand the nature of a business to agent relationship.

    Example – appointing a representative business for tax purposes

    Simon owns the following three companies:

    • Company No. 1 Pty Ltd – operates a retail trading business that is also responsible for the tax and accounting affairs of all your other businesses.
    • Company No. 2 Pty Ltd – invests in shares and rental properties.
    • Company No. 3 Pty Ltd – operates a franchise business.

    Each entity has an Australian business number (ABN). As the owner, Simon is the Administrator for each entity.

    Company No. 2 and Company No. 3 decide to appoint Company No. 1 as their representative for tax purposes. Company No. 1 now acts on behalf of the other two companies to view and work with their tax information in the portal.

    This appointment gives Simon, as an authorised officer of Company No. 1, the ability to browse or undertake transactions for all three companies within the same portal session. He no longer needs to log in and out of the portal using three different security credentials.

    Note that the representative for tax purposes has the authority to act in the capacity of the business that appointed them. This means anything done by Simon's representative for tax purposes is assumed to have been done by the business. His business is legally liable for anything done by the representative on its behalf.

    This means that Company No. 2 and Company No. 3 are bound by the action of Company No. 1 acting on their behalf.

    End of example

    Requirements to be a representative business for tax purposes

    For your representative for tax purposes to act on your behalf and delegate permissions to their own staff, they must:

    • have a valid Australian business number (ABN)
    • have valid myGovIDs for their users for this ABN
    • use the Business Portal or SBR-hosted software
    • agree to be your representative for tax purposes.

    Note: You do not create a business appointment for your registered agent. Registered agents have access to Online services for agents where they can access your records if you are their client.

    Limiting the representative's access to your business information

    When you create an appointment for an entity to act on your behalf using Access Manager, you can limit their level of access by using the permissions in the appointment. Only give them permissions for the services you want them to access. Administrators in the appointed entity have automatic access to the permissions you granted them. The appointed entity can further limit this set of permissions to users in their business requiring access.

    We recommend that you develop agreed processes with businesses that you appoint as a representative for tax purposes so you can understand and be informed about:

    • who you are granting access to (that is, who the authorisation administrators are)
    • which users they may grant access to, and the period of time for which they will have access.

    All activities undertaken on your behalf by staff in the appointed entity are legally binding to your business.

    Manage permissions

    Appoint a business and assign permissions

    The appointment is done by the principal business that is appointing another entity to act on their behalf.

    To appoint a business:

    • log in to Access Manager
    • select Who has access to my business
    • select Appoint new business
    • enter the ABN for the business you want to appoint
    • select Continue
    • select the relevant permissions or use the Select all and Clear all buttons above the list
    • select Save.

    Administrators in the appointed business will automatically be given the permissions that you have assigned to their business.

    Modify permissions for an appointed business

    To modify the permissions for an appointed business:

    • log in to Access Manager
    • select Who has access to my business
    • select the appointed business from the list
    • select or unselect the permissions or use the Select all and Clear all buttons above the list
    • select Save.

    Remove appointed business

    For the principal business to remove an appointed business:

    • log in to Access Manager
    • select Who has access to my business
    • select the appointed business from the list
    • select Remove Business Appointment
    • select Confirm.

    An appointed business can remove a business appointment. For example, where the appointed business no longer wants to act on behalf of the principal business, or where changes in the principle business mean that there is no person authorised to remove the appointed business in Access Manager.

    For the appointed business to remove their business:

    • log in to Access Manager
    • select Whose business I can access
    • select the business to remove from the list
    • select Remove Business Appointment
    • select Confirm.

    Assign access to credential holders for a principal business

    Although Administrators in the appointed entity have automatic access to the permissions granted by the principal business, they will need to give access to any other users in their business requiring access.

    Permissions that have been granted by the principal (appointing) business are displayed as read-only and cannot be changed.

    Auto access feature

    Permissions for Authorised Custom users and machine credentials can be updated either in bulk using the auto access feature (this gives the user all of the permissions assigned by the principal business) or by allocating each permission individually.

    Note: We are working on adding the Auto access feature when using Access Manager from RAM. This means you will be able to update permissions for Custom access users in bulk, giving the user all of the permissions assigned by the principal business.

    To add permissions in bulk:

    • log in to Access Manager
    • select Whose business I can access
    • select My credential holders with auto access. This will list users and allow the administrator to give the user auto access if they don’t already have it
    • select Give auto access in the manage access column.

    To add individual permissions:

    • select Whose business I can access
    • select the relevant business
    • select View authorised credential holders
    • select Authorise new credential holder
    • select a user from the list
    • select the relevant permissions or Select all and Clear all buttons above the list. Only permissions allocated to the appointed business are displayed
    • select Save.

    Modify access to authorised users for a principal business

    To manually select specific permissions for an Authorised user with Custom access, where auto access has been set, their auto access needs to be removed first and the specific permissions need to be assigned.

    To remove auto access:

    • select Whose business I can access
    • select My credential holders with auto access
    • select Remove auto access.

    Next step:

    If auto access hasn't been set:

    • select Whose business I can access
    • select the relevant business
    • select View authorised credential holders
    • select the user from the list
    • select or deselect the relevant permissions, or use the Select all and Clear all buttons above the list. Only permissions allocated to the appointed business are displayed.
    • select Save.

    Remove access to credential holders for a principal business

    If auto access has been set:

    • select Whose business I can access
    • select My credential holders with auto access
    • select Remove auto access.

    If auto access hasn't been set:

    • select Whose business I can access
    • select the relevant business
    • select View authorised credential holders
    • select the user
    • select Remove Authorisation
    • select Confirm.
      Last modified: 22 Jun 2020QC 40983