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How to create a user and assign rights on an organisation eFiling profile
How do I create a user and assign rights on an organisation eFiling profile?
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Direct answer
An existing organisation or tax-practitioner portfolio user with the Manage User role can invite a user through My Profile, Portfolio Management, Go to Portfolio, then User and Invite User. Enter the requested identity details, choose the roles, then send the invite. The new user must already have a completed eFiling profile, accept the invitation in their own Portfolio Management screen and complete OTP authentication.
Use rights groups to give the user access to the necessary taxpayers, authorisation level and tax-type functions, rather than treating a user invitation as unlimited access.
What this means in practice
SARS separates an invitation, a role and a group allocation. The requestor is an existing user with the Manage User role. The invitee is the person who will obtain access after accepting the invitation. The requestor selects roles during the invite process. Rights groups can then link users and taxpayers with an authorisation level and selected tax-type functionality.
The authorisation levels are different. SARS describes View Only as view access, Completions as the ability to view and complete forms or applications, and Submissions as the ability to view, complete and submit. Give only the access needed for the person's actual job.
Step-by-step
- Check the administrator's rights.
The person sending the invitation must have the Manage User role. Open the correct organisation or tax-practitioner portfolio by selecting My Profile, Portfolio Management, then Go to Portfolio.
- Start the invitation.
Select User in the top menu, then User on the left and Invite User. Capture the identification type, ID or passport number, surname and the default portfolio name. SARS requests a tax reference number where the identification type is a passport.
- Select roles carefully.
SARS presents permissions, including functions such as Manage Users, Manage Taxpayers and Manage Groups. Select only what is needed. Continue to review the role summary and send the invitation.
- Ask the invitee to accept in their own profile.
SARS sends SMS and email notifications with instructions. The invitee logs in to their own eFiling profile, selects My Profile and Portfolio Management, then accepts the user invitation. The invitee enters the OTP sent to their preferred contact to complete the link.
- Set group access and authorisation level.
Open Organisations, Organisation, Rights Group, then Manage Groups. Use the group controls to add users and taxpayers. Set the relevant authorisation level and tax-type functions, then update the group.
- Check the invitation status.
SARS says an invitation expires automatically if it is not accepted within five working days. The record is deleted from both portfolios and the requestor may send a new invitation. Keep confirmation of the final roles and group membership.
Documents and records to keep
- Administrator access with the Manage User role.
- Invitee identity details SARS asks for, including the passport-specific tax reference number where applicable.
- Proof that the invitee has a completed eFiling profile.
- Internal record of why each role, taxpayer group and authorisation level was selected.
- Confirmation that the user accepted the invite and completed OTP authentication.
Important limits and exceptions
SARS will not allow an invite where it cannot match the user details, where the person has not completed eFiling registration, where an older eFiler has not completed new-system setup, or where the user already exists on the portfolio.
A portfolio invitation does not appoint a registered representative or give a person every authority that the taxpayer may require. Those are separate SARS and legal questions. Do not share an administrator password or an OTP with the new user.
When to get tailored advice
Get tailored advice when a user will submit returns, make payments, manage groups or act for a company, trust or estate. The right access depends on the user's function and the taxpayer's authority arrangements.
TaxProof can help document a practical access matrix and organise tax records. SARS controls eFiling identities, permissions, invitations and authentication.
Related TaxProof guides
- Update your SARS registered representative
- How do I remove a former employee or accountant from eFiling access? (B01-ADM-010)
- How do I add a taxpayer to an organisation eFiling profile? (B01-ADM-008)