User management
Overview
You can add new team members to ApariPro so they can access clients, prepare returns, and collaborate with your firm. User management is controlled by your firm's Primary Admin, who has the authority to invite new users, manage their access levels, and oversee security settings like two-factor authentication (2FA) and passwords.
This article covers everything a Primary Admin needs to know about managing users in ApariPro.
Important: Primary Admin Responsibilities
Only the Primary Admin can:
Invite new users to the firm
Assign which clients each user can access
Reset 2FA (Two-Factor Authentication) for individual users
Send password resets for team members
Manage user access and permissions
If you're not the Primary Admin and need to add users or manage permissions, contact your firm's Primary Admin.
If you need to add additional users, please reach out to your Account Manager.
Part 1: Adding a New User to Your Firm
Step 1: Navigate to User Management
Log into ApariPro as the Primary Admin
Go to User Management (accessible from the left navigation main menu)
Click Add New User
Step 2: Enter User Information
On the user invitation form, you'll be asked to provide:
Full Name: The team member's full name (as you'd like it displayed in ApariPro)
Email Address: Their work email address. This is where the invitation and login credentials will be sent. ApariPro will send them an email with instructions to set up their account and create a password.
Confirm: Once you select ‘Confirm’, an email will be sent to the user to help them set up their ApariPro user profile within the firm’s account.
Step 3: Assign Client Visibility
This is a critical step: you control which clients each user can see and work with within ApariPro.
Single/Mulitple Client Selection: If you want this user to have access to only specific clients, select those clients individually from the list.
Select All: You can assign all clients to the user by selecting ‘Select All’.
Users can only see and work with the clients you assign to them. They cannot access other clients' information, even if those clients exist in your firm's account. This maintains data security and prevents accidental access to confidential client information.
Step 4: Send the Invitation
ApariPro will:
Send an email invitation to the user's email address
Include a link for them to set up their account
Prompt them to create a password
Ask them to set up 2FA (Two-Factor Authentication) for security
Step 5: User Accepts Invitation
The new user will receive an email with the invitation link. They need to:
Click the invitation link
Create a secure password
Set up 2FA using an authenticator app (Google Authenticator, Microsoft Authenticator, Authy, etc.) or SMS
Verify their identity through the 2FA method
Once complete, they'll have access to ApariPro and can immediately start working with the clients you've assigned to them.
Part 2: Managing Existing Users
Viewing All Users
From User Management, you can see a list of all users in your firm, including:
Their name and email address
Their current status (Active, Pending invitation, Inactive)
Clients they can access (through the Assign Client or viewing their dashboard)
Resetting a User's Password
If a team member forgets their password or is locked out of their account, you (as Primary Admin) can send them a password reset link.
Go to User Management
Find the user in the list
From their profile, select Reset Password
A password reset email will be sent to their email address
They'll click the link in the email and create a new password
Resetting Two-Factor Authentication (2FA)
If a user has lost access to their 2FA device (phone with authenticator app, etc.) or suspects their 2FA has been compromised, you can reset it for them.
Go to User Management
Find the user in the list
From their profile section, select Reset 2FA
The user will need to set up 2FA again using their authenticator app/ SMS/email
When you reset a user's 2FA, they should do this immediately the next time they log in. If they don't complete 2FA setup right away, they may be locked out of their account until they do.
Deactivating or Removing a User
If a team member leaves your firm or no longer needs access to ApariPro, you can deactivate their account.
Go to User Management
Find the user in the list
Select Remove User
Once deactivated, the user can no longer log into ApariPro. Their access is immediately revoked, and all their data remains in your firm's account for audit purposes.
You cannot permanently delete users from ApariPro—only deactivate them. This ensures a complete audit trail of who accessed what and when.
Changing a User's Client Visibility
If a team member's responsibilities change and they need access to different clients, you can update their assigned clients.
Go to User Management
Find the user in the list
Click Assign Clients
Check or uncheck clients as needed to reflect their new responsibilities
Click Confirm
The user will have immediate access to the newly assigned clients. If clients are removed from their access, they'll lose access immediately.
Troubleshooting
Q: Why can't I see the "Add New User" button?
A: Only the Primary Admin can add users. If you don't see this option, you're not set as the Primary Admin. Contact your firm's Primary Admin to add new users.
Q: A user is getting locked out after 2FA reset. What should I do?
A: After you reset a user's 2FA, they need to log in immediately and set up their 2FA again using their authenticator app or SMS. If they wait too long or try to log in on a different device, they may be locked out. Have them try logging in fresh, and they should be prompted to set up 2FA.
Q: Can I let multiple users edit the same client's return?
A: Yes. If multiple users have access to the same client, they can both work on that client's return simultaneously. ApariPro uses real-time syncing, so changes made by one user are immediately visible to others. Use caution when multiple people are editing the same return to avoid conflicting changes.
Q: What happens if I accidentally remove a user's client access?
A: You can re-add it immediately by going back to User Management, editing their client access, and re-checking the client. There's no penalty or delay—just re-add their access right away.
Q: Can users change their own password?
A: Yes, users can change their own password from their profile settings. Only the Primary Admin can reset a user's password if they've forgotten it.
Q: Can I set different permission levels for different users?
A: Client visibility can be controlled (you assign which clients they access). Role-based permissions is a functionality we will be working on in the future. Please keep an eye out on Product updates.
If you have any further questions or need technical support please contact ApariPro Support here.
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