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Lesson 1 of 4 · 5:06
Jr. Prep – Data Entry Security Template
Set up restricted Junior Preparer and Data Entry security templates, and assign a template to a preparer from the Security Templates screen.
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Written instructions
Open the Junior Preparer template
On the Security Templates screen, click Edit next to Junior Preparer. This role is for someone whose returns must be reviewed and who should not override or change much.
Understand how permissions shape the home screen
The home screen only shows the options a template allows. With this limited template, the junior preparer sees just Start New Tax Return, Import App User and Client Search; Reports, Review Returns, Configuration and the rest are hidden.
Grant the basic return permissions
Check the items a junior preparer needs:
- Access Current Year Client List and Create Tax Returns
- Mobile App Import
- View Client Status, View Refund Status and View/Edit Existing Returns
If Can view own returns only? is checked in the preparer's profile, these apply only to that preparer's own clients.
Force review and limit the workflow
Leave Do not Force Return Review unchecked so the preparer's returns must be reviewed. Check Scanned Documents, Mark Return for Review and Print Returns, and leave Send Return to IRS unchecked so they cannot e-file.
Add history and customer portal access
Check View Mobile App Chat History, View TaxesToGo Client List and Customer Portal. Leave everything else unchecked, including View Reports and View Full SSN, then click Continue.
Open the Data Entry template
Click Edit next to Data Entry. Use this for a front desk or customer service role that starts returns and answers status questions but does not work on returns.
Set Data Entry permissions
Check:
- Access Current Year Client List, so they can look up a client's status or refund status
- Create Tax Returns, Scanned Documents and Mobile App Import
- View Client Status, View Refund Status, View Mobile App Chat History and View TaxesToGo Client List
- Access Previous Years Client Lists, if they also serve prior-year clients
Leave View/Edit Existing Returns unchecked so they can start a return but cannot change existing returns. Click Continue.
Assign a template to preparers
On the Security Templates screen, click Assign next to the template you want. On the Assign Security Template page, check each preparer under Preparers (or use Check/Uncheck all), then click Continue. You should see Selected permissions were assigned successfully.
Confirm the assignment
Go to Configuration → Preparer Setup and click Edit on the preparer. Under Security Template, Current Template shows the template you just assigned.
Update a template that is already assigned
To change permissions for everyone in a role, edit the template itself and click Continue. Every preparer already assigned that template picks up the change; you do not need to reassign it.
- Assigning from the Security Templates screen is the fastest way to set up many preparers at once, for example after adding several new hires.
- Set templates as strict or as loose as each person's role in your office requires.
Lesson 2 of 4 · 3:53
Sr. Preparer Security Template
Configure two senior preparer security templates, one that can e-file and one that cannot, and limit a preparer to their own returns.
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Written instructions
Decide which senior preparers can e-file
On the Security Templates screen, create two senior templates, such as Senior Prep w/efile and Senior Prep NO E-file. Use the e-file version for experienced preparers you trust to transmit; use the other when a manager or the office owner transmits their returns.
Edit the Senior Prep w/efile template
Click Edit next to Senior Prep w/efile to open Edit Security Template.
Turn off forced review
Check Do not Force Return Review. This option works in reverse: checking it means the preparer's returns do not have to be reviewed before going to the IRS. Leave it unchecked for anyone whose returns must be reviewed.
Decide on review decisions
Review Returns and Mark Review Decision is unchecked in this example. Check it if this senior preparer also acts as a reviewer.
Let them complete and transmit returns
Because this preparer e-files, check Mark Return Complete and Send Return to IRS.
Leave admin and reporting areas off
Leave Configuration, Change Return Preparer and View Reports unchecked so the Configuration and Reports options don't appear for them. Click Continue.
Set up Senior Prep NO E-file
Click Edit next to Senior Prep NO E-file. Keep Do not Force Return Review checked and check Mark Return Complete, so their returns don't have to go through review. Check Mark Return for Review too, so they can still ask for a second look. Leave Send Return to IRS unchecked, then click Continue.
Restrict a preparer to their own returns
Go to Configuration → Preparer Setup and click Edit on the preparer. Check Can view own returns only? so they can't see other preparers' returns. This is set on the preparer, not in the template, and can be another way to separate your two senior roles.
- The two senior templates differ only in a few boxes: Send Return to IRS, and whether they can mark returns for review.
- If the Do not Force Return Review logic is confusing, call support and they will walk you through it.
Lesson 3 of 4 · 7:46
Manager Security Template
Find the Security Templates screen, create an Office Owner template, and configure a Manager template permission by permission.
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Written instructions
Open Security Templates
On the home screen, click Configuration, then select Security Templates. This screen lists each template with View Users, Assign, Edit and Delete buttons.
Create the Office Owner template
Click Add Security Template, type Office Owner in Template Name, and click Continue. Every permission is checked by default, which is what the office owner needs. This template is usually already applied to your main office login.
Edit the Manager template
Click Edit next to Manager. "Manager" means different things in different offices, so adjust the boxes to fit your role.
Hover to read each permission
Hover over any permission to see what it allows. For example, Access Current Year Client List lets the user view the current-year client list, and Access Previous Years Client Lists lets them switch to prior years with Change Tax Year.
Let the manager add and assign preparers
To let the manager create, change or deactivate preparers, check Add/Edit Preparers. Also check:
- Configuration, because preparers are added from the configuration menu
- Assign Preparer's Security Template, so they can apply a template to a new preparer login
Remember that permissions control what users see
Each permission you grant or withhold changes what appears on that user's home screen. If you don't check View Reports, for example, Reports doesn't appear on their home screen at all.
Grant return-handling permissions
For this manager, check:
- Change Return Preparer, to reassign a return to another preparer
- Create Tax Returns and Email Return
- Edit Calculated Preparer Fee, Edit E-file Fee and Edit Maximum Preparer Fee
- Mobile App Import and Password Protect Return
Decide whether to allow Delete Return Notes; many offices leave it off.
Set review and status permissions
Check Review Returns and Mark Review Decision if the manager approves or fails returns in the review workflow. Check View Client Status, View Refund Status, View/Edit Existing Returns, View Reports, View Full SSN and Scanned Documents.
Allow check printing, completion and transmission
Check Print Checks if needed; it links to the bank, and check printing happens on the bank's website. Check Mark Return Complete, Print Returns and Send Return to IRS. A return that has been reviewed, approved and marked complete can then be sent to the IRS.
Leave owner-only setup unchecked
Even with Configuration access, leave the setup items you manage yourself unchecked, such as Change Tax Profiles, Add or Edit Tags, Add or Edit Custom Credits, Add/Edit Fees in the Office Configuration, Change Questions and Available Answers, Edit ERO Setup, Edit Office Setup and Import Desktop Returns.
Finish the template
Leave Mark Return for Review unchecked for a manager who doesn't need review. Check View Mobile App Chat History and View TaxesToGo Client List, then click Continue.
- You can split the review workflow across roles; for example, a reviewer can make review decisions without being able to mark returns complete.
- If you never want anyone to delete return notes, leave Delete Return Notes unchecked in every template and the option won't appear for them.
Lesson 4 of 4 · 3:20
Reviewer Security Template
Configure a Reviewer security template so a dedicated reviewer can open returns in the review queue and approve or fail them.
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Written instructions
Edit the Reviewer template
On the Security Templates screen, click Edit next to Reviewer. This role reviews returns that preparers have marked ready for review.
Give access to the client list
Check Access Current Year Client List. Check Create Tax Returns only if the reviewer also prepares returns; leave it off to keep them focused on the review queue.
Decide on client communication
Check Email Return if the reviewer also handles customer service and may email clients their returns.
Allow review decisions
Check Review Returns and Mark Review Decision. This is what lets the reviewer approve or fail a return.
Grant access to scanned documents
Check Scanned Documents if your preparers scan client documents in, for example in a paperless office. The reviewer needs to see them to review the return properly.
Allow status checks and editing
Check View Client Status, View Refund Status and View/Edit Existing Returns. The reviewer must be able to open a return from the client list or review queue before marking a review decision.
Choose who completes and transmits
If a manager or the office owner marks returns complete and transmits them, leave Mark Return Complete and Send Return to IRS unchecked. If the reviewer also transmits, check both. Then click Continue.
- The review workflow: preparers mark returns ready for review, a reviewer approves or fails them, and an approved return is marked complete and sent to the IRS.
- Structure the reviewer's permissions around the role they actually fill in your office.