How to Add Additional Users to Your Account
You can add additional users to your Link My Books account to share access with colleagues, accountants, or team members.
Note: Only the account owner can add or manage users.
How to Add a New User
Go to Settings > Additional Users page
Click Add New User
Enter the Name and Email Address of the new user
Select a User Role from the dropdown
Click Save
⚠️ Important for bookkeepers and accountants managing multiple sales channels:
Additional user access is granted per sales channel, not per account. If a client has multiple sales channels (e.g. two Shopify stores or both Amazon and eBay), you will need to be added as an additional user on each channel separately.
For example, if you have been added to your client's "Shop A" Shopify channel but they also have "Shop B", you will not automatically have access to Shop B. The account owner needs to select the Shop B channel and add you via Settings > Additional Users for that channel too.
If you can see one of your client's channels but not another, please ask them to add you as an additional user on the missing channel.
⚠️ Bookkeepers / Accountants accepting an invitation: When you receive an invitation email from a client and click the link to join their account, you will be asked to sign in. If you choose "Sign in with Intuit" and your Intuit account is already associated with a different Link My Books account (e.g. your own or another client's), you may see an error message saying "only 1 admin" or be unable to complete the sign-in.
This happens because Intuit credentials can only be linked to one Link My Books login at a time. To resolve this:
Try signing in with a different method (e.g. Google or Xero) using the same email address
Or use a different email address that isn't already tied to another Link My Books account via Intuit
If you're still stuck, contact our support team — we can help resolve the sign-in conflict
User Roles Explained
There are 4 user roles in Link My Books, each with different access levels:
🔹 Basic User
Can view and send settlements
Can update their own notification preferences
Can access help pages
Cannot change tax/account settings, add new accounts, or manage users
🧾 Accountant
Full access except billing and user management
Can add new accounts
Access to accountant-specific features
Cannot view or add users
⚙️ Admin
Full access except billing
Can add new accounts
Can view and add users
👤 Owner
Full access to everything, including billing and user management
This is the account used to first set up Link My Books
👥 Teams: Shared Access for Accountants and Firms
If you're an accountant or part of a firm managing multiple client accounts — or you simply have several colleagues who all need access — Teams is the easiest way to organise shared access in Link My Books.
With Teams you can:
Group client accounts and sales channels into a single shared team workspace
Invite colleagues by email directly from Settings > Teams (including people not yet registered on Link My Books — they'll be prompted to sign up first)
Choose a role for each member:
Admin — can manage the team, invite or remove members, and work in shared accounts with full admin access
Member — can work with the shared accounts as a basic user (cannot change tax or account settings)
Switch between teams (and your personal workspace) at any time using the team selector in the header — no separate logins, no logging in and out
Setting up a Team is fully self-service — you do not need to contact support. Just go to Settings > Teams, click Create team, then invite your members and share the relevant accounts with the team. Full step-by-step instructions are in our Teams article.
This is especially useful for accountants or bookkeepers managing multiple seller accounts under one client, and for firms with several staff who all need access to the same set of accounts.
Adding a new colleague to an existing Team?
This is fully self-service — you do not need to contact support. Just go to Settings > Teams, open your team, click Invite member, enter their name and email, and choose a role (Admin or Member). They'll receive an invitation email and will see the shared accounts as soon as they join. See the Teams article for full details.
Invited User Sees an Empty Dashboard
If you've been added as an additional user but your dashboard appears empty — with no settlements, transactions, or sales channel data visible — this is almost always a per-channel access issue.
Why this happens: In Link My Books, user access is granted on a per sales channel basis. When the account owner adds you as a user, they do so from within a specific sales channel. If the owner only added you to one channel (or none), you won't see data from other channels on your dashboard.
How to fix it:
Ask the account owner to log in to Link My Books
For each sales channel you need access to, the owner should navigate to that channel and go to Settings > Additional Users
The owner should check whether your name appears in the user list for that channel — if not, they need to click Add New User and add you
Repeat for every sales channel you need to see
Tip: If the account owner wants to give you (and any other colleagues) access to multiple sales channels without having to add each person to each channel individually, they can set up a Team from Settings > Teams and share the relevant channels with that team. This is self-service and takes just a few minutes — see our Teams article for full instructions.
⚠️ Already added as a full user (Admin or Accountant) but still cannot see settlements or data?
If your client has confirmed you are added as a user on the correct sales channel and you have a high-permission role, but the channel still shows as empty, the cause is usually with the channel itself rather than your user permissions. Check the following in order:
Look for an orange disconnected banner at the top of the Settlements Dashboard. If the channel has lost its connection to the marketplace, no new data will appear until it is reconnected. See How to Reconnect a Disconnected Sales Channel.
Check the channel status with the account owner. The owner can confirm whether the channel is showing as active or inactive on their Settings > Connections page. An inactive channel will not import settlements even if user permissions are correct.
Check for a Shopify re-install duplicate. If the client recently re-installed the Link My Books Shopify app, this can sometimes create a duplicate inactive channel rather than reconnecting the original. Ask the owner to check whether they have two Shopify entries for the same store.
Confirm payouts have actually been completed. Brand-new channels with no completed payouts yet will look empty even when fully connected. Check the marketplace directly to confirm there is at least one completed payout.
If all of the above check out and the channel still shows no data, please contact our support team via the blue chat icon at the bottom right of the page or by emailing [email protected]. Include the sales channel name and an example date range you would expect to see data for. The account owner may need to add the support team to the conversation so we can investigate from their side.
If you have any questions about this article or feedback on how we could make it better please reach out to the support team via the blue chat icon on the bottom right of the page or via email to [email protected].