Giving an Employee Access to NetSuite

To give an employee access to your NetSuite account, you must ensure the employee record includes an email address. The email address serves as the user ID. Then, complete the necessary information on the Access subtab of the employee record. This setup includes the following:

Note:

If you use the Effective Dating feature, the Give Access box and the Email address field on the employee record are not effective-dated. If you grant access to an employee or change the employee’s email address, as part of an effective-dated change, those two changes are immediate.

Note:

If you use the Advanced Employee Permissions feature, the Employee Access permission must be assigned to a role. This assignment lets the role give access and assign roles to employees. For more information, see Employee Access Tab Permission Overview.

To secure the user login process:

Note:

Only active users with access count against the Full User Count purchased for your account. Inactive users that have access do not count. For information about making users inactive, see Inactivating Employee Records.

Follow this procedure to let employees set up a NetSuite password themselves. If you prefer to assign passwords, see Assign an Employee Password Manually.

To give an existing employee access to NetSuite:

  1. Go to Lists > Employees > Employees.

  2. Click Edit next to the name of the employee for whom you want to set up access.

  3. Under Email|Phone|Address, enter the employee's email address.

    The email address is required for login.

  4. Click the Access tab.

  5. Check the Give Access box.

  6. Check the Send New Access Notification Email box to inform the user how to access your NetSuite account. The standard user access notification includes the email address to use for logging in to NetSuite. It also contains a URL so that the user can set up a NetSuite password. The user must set up a NetSuite password within 24 hours or the URL will expire. If this occurs, edit the employee record, clear the Give Access box, click Save, and repeat steps 1–6.

    Important:

    The email contains the URL only if the user does not have access to NetSuite. For example, it is a new user, or it is a user whose access was removed.

  7. On the Roles subtab, assign one or more roles to this employee.

    Each role includes a set of associated permissions that determine the data assigned users can see and the tasks they can perform. For more information, see Assigning Roles to an Employee.

  8. If you use the Global Permissions feature on the Employees subtab, note the following. A Global Permissions subtab is available on the employee record. Use this subtab to assign permissions. Go to Setup > Company > Enable Features to enable this feature.

    These permissions apply for all of the employee's assigned roles. For more information, see Using the Global Permissions Feature.

  9. Click Save.

Assign an Employee Password Manually

Use the following procedure if you prefer to assign a user’s password, rather than letting users assign their own password.

To give an employee access to NetSuite and assign a password:

  1. Go to Lists > Employees > Employees.

  2. Click Edit next to the name of the employee for whom you want to set up access.

  3. Under Email|Phone|Address, enter the employee's email address.

    The email address is required for login.

  4. Click the Access tab.

  5. Check the Give Access box.

  6. Do not check the Send New Access Notification Email box.

  7. Check the Manually Assign or Change Password box.

  8. Enter a password for the employee. As you type, the characters are validated against the password policy criteria, and the results displayed.

    Note:

    For employees who can view unencrypted credit card numbers, note the following. The password must be at least 10 characters or the minimum length required for your account, whichever is greater. This is required to comply with Payment Card Industry (PCI) Data Security Standard. For more information, see NetSuite Password Requirements.

  9. In the Confirm Password field, re-enter the password.

  10. Check the Require Password Change on Next Login box to require this employee to change their password on their next login to NetSuite.

    When the employee next logs in, the Change Password page appears. The user cannot access other NetSuite pages until a new password is created and saved.

    Requiring this action protects your account from unauthorized access using generic passwords and prepares your account for an audit.

    Important:

    The Require Password Change on Next Login box never appears as checked. When you check this box and save the record, an internal flag is set. When the password change occurs, the flag is cleared. If you later check the box again and resave the record, the internal flag is reset to require another password change.

  11. When you have finished entering information, click Save.

  12. Next, tell your user the appropriate login page to go to, the email address to use for login, and the password you assigned. For security reasons, do not send the password by email.

    For more information, see Types of Login Pages for Your NetSuite Account.

Related Topics

Adding an Employee
Adding Employees by Importing a CSV File
Editing Employee Records Using CSV Files
Assigning a Supervisor to an Employee
Viewing and Editing an Employee Record with Effective Dating
Rehiring a Terminated Employee
Searching for Effective-Dated Changes to the Employee Record
Viewing an Employee’s Timeline
Employee Locations
Creating an Employee Template
Working with Employee Social Security Numbers
Printing Mailing Labels for Employees
Employee Information Management

General Notices