This article covers how you can set up a support user for FYI. This could be done if you need to give access to an IT person, for example, to manage Admin settings, or for a consultant to your practice's FYI.
You can set up a user without having to pay for another Microsoft 365 account by creating a free account. This gives the user access to FYI but they will not have access to actions such as editing documents in FYI as they will not have the full functionality of Office, OneDrive etc on this account.
Note: You will not be charged for this account by Microsoft, but you will pay for the additional user inside FYI.
Support Users can perform most functions in FYI. The general exception being anything related to Microsoft Office, Outlook and the OneDrive, as they do not have all the functionality of a regular Microsoft 365 account. Refer below to What Support Users Cannot do in FYI for details of some other restrictions and the workarounds.
Setting up the User in Microsoft 365
Note: You need Admin access to your practice's Microsoft 365.
- Log in to https://portal.office.com/AdminPortal/Home#homepage
- Go to Users - Active Users.
- Click Add a User.
- Enter the details of the user.
- Click Next.
The Assign product licenses page displays.
- Select Create user without product license.
- Click Next.
- Once the user has been added to your practice's Microsoft 365, add the user in XPM in the usual way. Refer to How do I add a new User/Staff in Xero Practice Manager?.
What Support Users Cannot do in FYI
Support Users Cannot:
- File emails from Outlook into FYI.
When trying to login to Outlook, a Support User will see the following error.
Note: Support user accounts do not have a mailbox
Edit documents directly from FYI.
When trying to edit, a Support User will see the following error.
Note: Support users can export documents from FYI to work on them locally. Any edits will need to be re-uploaded to FYI. Refer to Exporting Documents and Uploading a New Version of a Document.
Preview documents via OneDrive.
When trying to preview, a Support User will see the following error.
Note: Support Users can preview a document in text format. This is enabled in the user's My Settings by setting Preview Office Via OneDrive as "Off". Refer to Setting Defaults and AutoFile Defaults for your Own Login - My Settings.