In the Users section, you can manage your existing team members and invite new users to collaborate within your company.

Types of users

In the Users tab, you will see two groups of users located:

1. Users Assigned to a Company
2. Home Company Users

Users Assigned to a Company

• These users have a specific role within the company they are assigned to.
• Examples of roles include Administrator, Data Entry, or Tax Manager.
• They are directly involved in managing expenses, creating claims, or other tasks for that particular company.
• When viewing a company’s user list, these users appear in the main user table at the top.

Home Company Users

• Typically, these users are employees of an expert company (e.g., VAT4U GmbH) but work on data entry or administrative tasks for different client companies.
• They do not have any direct role within their home company because their tasks are related to managing client data, not internal company operations.
• They appear in the "Home Company Users" section of the platform.
• Client companies usually have no Home Company Users, but they are invited to a company to control and monitor things.

This distinction ensures a clear separation between employees managing internal operations and those handling client-related tasks.

View Team Members

The Users tab displays a list of all users in your team, highlighting key details such as their first and last names, email addresses, last seen activity, account status (active or inactive), and whether two-factor authentication (2FA) is enabled or required. 

This transparency facilitates easy monitoring of user engagement and security settings.

Change User Roles

To change a user’s role, click on "More" and then select "Show assigned companies." Adjusting a user’s role is straightforward—simply choose the new role from the dropdown menu of available options:

This ensures that your team members have appropriate access levels based on their responsibilities.

See and Modify user permissions

Within each role, you can view and modify user permissions to ensure everyone has the correct rights. Simply click More → Show Permissions and check/uncheck the boxes to adjust access. This adds an extra layer of security and monitoring.

Invite New Users to VAT4U

To onboard new users to VAT4U, follow these steps:

Click the "Add new user" button: This will allow you to invite new users to the companies you currently have access to.

Enter the User’s Email:

• Start typing the user's email in the field labeled "Type user email here."
• VAT4U recognizes two situations:
  1. Existing User: If the user is already registered in VAT4U (e.g., invited to another company you manage), VAT4U will auto-suggest their email as you type. You can then select the user from the dropdown.
  2. New User: If this is the first time you're inviting the user, ensure their email is valid before moving to the next step.

Assign User to Companies:

• After entering the email, you’ll see a list of companies you manage.
• Check one or more companies to which you'd like to invite the user.

Set User Roles:

• For each selected company, choose an appropriate role for the new user (e.g., Administrator, Viewer, etc.).

Send the Invitation:

Once all roles are assigned, click the "Send Invitation" button at the bottom of the page. The user will receive an email with the invitation details. If the user is new to VAT4U, the email will include a link for account setup. If the user is already registered on VAT4U, they will simply need to accept the invitation via email.

Delete a User

To deactivate a user:

• Navigate to More -> Deactivate. 

This will smoothly remove the user’s access to the company's account in VAT4U.

User Authentication Settings

VAT4U has introduced new security features that give expert companies more control over authentication settings for their users. Previously, clients could voluntarily enable two-factor authentication (2FA), but enforcing it for all users required contacting VAT4U support. Now, expert companies can manage these settings directly within the platform.

Administrators of an expert company, such as VAT4U GmbH, can enforce mandatory 2FA for all users assigned to their home company. This option is available in the Users tab → User Authentication Settings section. Once enabled, users must set up 2FA to access the platform, ensuring stronger account security and preventing unauthorized access.

Another new feature is email verification for home company users. When enabled, users will receive a six-digit verification code in their email each time they log in. They can choose to "Remember this device for 7 days," which prevents the system from asking for verification again during that period. After seven days, they will be prompted to enter a new verification code upon login. Only home company administrators can modify these security settings, ensuring better control over user authentication and data protection.

These enhancements provide greater security and better access control for expert companies, ensuring that only verified users can log in and manage sensitive data.