How to set up employee user access in Sage 50 Quantum Accounting

Last updated: March 8th, 2024

How to set up employee user access in Sage 50 Quantum Accounting

Sage 50 is a robust accounting software that offers a range of security features to protect your company's financial data. One of the key features is the ability to set up user access rights, which allows you to control who can access specific areas of the software and what actions they can perform. This is particularly important for businesses with multiple employees, as it ensures that sensitive financial information is only accessible to authorized personnel.

Understanding User Access Rights in Sage 50

User access rights in Sage 50 allow you to define the level of access each user has within the software. This means you can grant different permissions to different users based on their roles and responsibilities within your organization. For example, you may want to give your bookkeeper full access to all accounting features, while limiting a sales representative's access to only the customer and sales modules.

Sage 50 offers several predefined user roles, such as:

  • Full Accounting Rights: This role grants the user complete access to all features and functions within Sage 50, including the ability to set up and modify company settings, create and edit accounts, and generate financial reports.

  • Limited Accounting Rights: Users with this role have access to most accounting features but may be restricted from certain areas, such as modifying company settings or deleting transactions.

  • Time Slip Entry Only: This role is designed for employees who need to enter their time slips into the system but don't require access to any other accounting features.

  • No Access: As the name suggests, this role prevents the user from accessing any part of Sage 50.

In addition to these predefined roles, Sage 50 also allows you to create custom security roles tailored to your organization's specific needs.

Setting Up User Access Rights in Sage 50

To set up or modify user access rights in Sage 50, follow these steps:

  1. Log in to Sage 50 as an Administrator. Only users with administrator privileges can modify user access settings.

  2. Navigate to the Setup menu and select "Set up users & roles" from the drop-down menu.

  3. In the "Set Up Users and Roles" window, click on the "Add User" button to create a new user or select an existing user and click "Modify User" to edit their access rights.

  4. Assign a user role to the selected user by choosing one of the predefined roles or creating a custom role.

  5. Customize the user's access rights by selecting or deselecting the checkboxes next to each feature or module. This allows you to fine-tune the user's permissions based on their specific job requirements.

  6. Click "OK" to save the changes and apply the new access rights to the user.

Benefits of Setting Up User Access Rights

Implementing user access rights in Sage 50 offers several key benefits for your business:

  1. Enhanced security: By limiting each user's access to only the features and data they need, you reduce the risk of unauthorized access, data breaches, and fraud.

  2. Improved data integrity: Restricting user permissions helps prevent accidental or intentional changes to financial data, ensuring the accuracy and reliability of your accounting records.

  3. Increased efficiency: With clearly defined user roles and access rights, employees can focus on their specific tasks without being overwhelmed by unnecessary features or information.

  4. Better compliance: Many industries have specific regulations regarding financial data access and control. Setting up user access rights helps your business comply with these requirements and avoid potential legal issues.


Sage 50's user access rights feature is a powerful tool for maintaining the security and integrity of your financial data. By taking the time to set up and manage user permissions properly, you can protect your business from unnecessary risks and ensure that your accounting processes run smoothly and efficiently.

Frequently Asked Questions

Q: What happens if I forget to set up user access rights for a new employee?
A: If you don't set up user access rights for a new employee, they will not be able to log in to Sage 50 until an administrator assigns them a user role and permissions.

Q: Can I change a user's access rights at any time?
A: Yes, an administrator can modify a user's access rights at any time by following the steps outlined above.

Q: Is it possible to grant a user access to only specific company files in Sage 50?
A: Yes, Sage 50 allows you to set up user access rights on a per-company basis. This means you can grant a user different permissions for each company file they need to access.

Q: What should I do if an employee leaves the company or changes roles?
A: When an employee leaves the company or changes roles, it's important to review and update their user access rights in Sage 50 accordingly. This may involve removing their access entirely or adjusting their permissions to match their new responsibilities. Protection Status


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