Manage users and access rights

To create and manage your users, you will use both Sage BMS Online Services and Sage 200cloud.

First, you must assign users to your site in the Sage BMS Online Services.

Authorised Users

The Customer Administrator will add all Authorised Users to your Sage 200cloud site.

You should add Authorised Users in accordance with the Sage 200 Terms and Conditions.

  • An Authorised User must be a named individual. It's important to use named users, as it provides a clear audit trail of who has undertaken activity on your site or data.

  • You should not create generic user accounts that can be used by more than one person. If we notice that generic user accounts are being used on a site, then the user account will be locked and one our team will contact you discuss your additional user licence requirements.
  • You should not use temporary or disposable email addresses for user accounts, such as Yopmail and Mailinator.

Assign users to your site from Sage BMS Online Services

You can assign user roles within Sage BMS Online Services. Only users with administrative access in Sage BMS Online Services can add users.

It is up to you how to organise your users and what level of access to give to each user. For example, smaller companies might want to manage things in a flat structure, and assign all users as customer operations agents so that they can perform backups as required. In a larger organisation, you might want to restrict that activity to only one or two users.

You can have the following types of users in Sage BMS Online Services:

How many users can I have?

You can assign as many users as you need to your site. If you have more than one company per site, you can choose which users access which companies from within the Sage 200cloud desktop app.

Note: We have tested Sage 200cloud with up to a maximum of 50 concurrent users (logged in at the same time), including both App users and Web users.

When you set up your site you choose the number of App users and Web users to include in your subscription.

App users

App users are people that can access the Sage 200cloud desktop app. The number of App Users that you specify on your site should be the total number of users who can be logged into the Sage 200cloud desktop app at any one time.

All the App users who are assigned to the site and the company (if you have more than one) can access the desktop app. For example, if you have a licence for 5 App users, you can still assign 10 users to your site, but only 5 of these can be logged in to the Sage 200cloud desktop app at the same time.

You can also set access rights for each of these users in the Sage 200cloud desktop app.

Web users

Web users are users who can access parts of Sage 200cloud via web browser, such as the Self Service web app and web based sales orders. You are charged per web user as part of your subscription, but a web user costs less than a full app user.

You can have up to 100 web users per site. You specify the number of Web Users you require on your site. This is the total number of users that can be assigned web access. Unlike the desktop app, this isn't related to whether these users are signed into a web app or not.

It's useful to assign web access to users who don't need to use the Sage 200cloud desktop app. These might be:

  • Budget holders or heads of department so they can check their spend against budget.
  • Staff who need to complete requestions for purchases.
  • Staff who need to authorise purchase requestions or purchase orders.
  • Finance managers so they can see the current financial position of your organisation.
  • Sales people so they can see details of customer accounts and enter orders whilst away from the office.

You can have up to 100 web users per site. You specify the number of Web Users you require on your site. This is the total number of users that can be assigned web access. This isn't related to whether these users are signed into the Self Service web app or not.

It's useful to assign web access to users who just want access to data from Sage 200cloud, or who need to enter orders when they're away from the office.

You decide which users assigned to the site have web access from within the desktop app.

Add and remove users on your site

Watch a video

Adding and assigning users (video)

Assign user access rights in Sage 200cloud

Once users have been assigned to your site in Sage BMS Online Services, you must decide on their access rights for Sage 200cloud.

Your Customer Administrator user in Sage BMS Online Services automatically has access to everything in the desktop app. This user can then set access right for all other users.

Assign company access

This is where you decide which companies each user can access - if you have more than one. This is done from the Company Management screen. You simply choose the company and then all users who can log onto that company.

Company access applies to both App Users and Web Users.

Open: Settings > Organisation and Financial > Company Management.

See Manage companies.

Access rights to screens and features

You assign access per user to individual screens and features. This applies to both the desktop app, Self Service web app, and web based sales orders. For example, to use web based sales order app, the user also have to access to sales orders within the desktop app.

If you have more than one company on the same site, your user access rights are shared across all companies.

Open: Settings > Organisation and Financial > User Access.

See Assign feature access to users.

Assign Web user access

These users can access Sage 200cloud data via the Self Service web app and enter sales orders via the web based sales order app (as long as they have access to the sales order screens).

You can only assign web access to the number of Web users specified in your subscription.

See Set up access to the Self Service web app.