Administrator Role Setup
Set up your NetSuite administrator account properly.
What is the Administrator Role?
The Administrator role has complete access to NetSuite - it can:
- Access all records and transactions
- Create and modify users
- Change system settings
- Install apps and scripts
ADMINISTRATOR = FULL ACCESS TO EVERYTHING
First-Time Setup Checklist
When you first get admin access, do these things:
INITIAL SETUP CHECKLIST
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□ Step 1: Secure Your Account
├── Set strong password (16+ characters)
├── Enable Two-Factor Authentication (2FA)
└── Note your email for recovery
□ Step 2: Explore Setup Menus
├── Setup > Company > Company Information
├── Setup > Users/Roles > Manage Roles
└── Setup > Customization > (browse options)
□ Step 3: Check Company Settings
├── Company name and address
├── Fiscal calendar settings
└── Enabled features
□ Step 4: Review Existing Users
├── Who has access?
├── What roles do they have?
└── When did they last login?
Enable Two-Factor Authentication
Why? Admin accounts are high-value targets. 2FA protects you.
HOW TO ENABLE 2FA
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Step 1: Go to Home > Set Preferences
Step 2: In "Security" section, click "Set Up 2FA"
Step 3: Choose method:
├── Authenticator App (recommended)
└── SMS
Step 4: Follow the setup wizard
Step 5: Save backup codes somewhere safe!
Key Setup Menus to Know
| Menu | What It Does |
|---|---|
| Setup > Company > Company Information | Basic company details |
| Setup > Company > Enable Features | Turn on/off NetSuite features |
| Setup > Users/Roles > Manage Users | Create and edit users |
| Setup > Users/Roles > Manage Roles | Create and edit roles |
| Setup > Accounting > Accounting Preferences | Financial settings |
| Customization > Lists, Records, Fields | Add custom fields |
| Customization > Forms | Customize entry forms |
Admin Best Practices
Do
| Practice | Why |
|---|---|
| Use 2FA | Prevents unauthorized access |
| Use a separate non-admin role for daily work | Reduces risk of mistakes |
| Document changes | Know what was changed and why |
| Test in Sandbox first | Avoid breaking production |
Don't
| Avoid | Why |
|---|---|
| Share admin credentials | Can't track who did what |
| Make untested changes in production | Risk of breaking things |
| Give admin role to everyone | Security risk |
| Ignore login audit | Miss security threats |
How Many Admins Should You Have?
RECOMMENDED ADMIN COUNT
===============================================================================
Minimum: 2 admins (in case one is unavailable)
Maximum: 3 admins (more = more risk)
Why limit?
├── Every admin is a security risk
├── Audit trail gets confusing
└── Too many cooks = mistakes
Quick Reference
| I want to... | Go to |
|---|---|
| Change my password | Home > Set Preferences |
| Enable 2FA | Home > Set Preferences > Security |
| See who logged in | Setup > Users/Roles > View Login Audit |
| Create a user | Setup > Users/Roles > Manage Users > New |
| Create a role | Setup > Users/Roles > Manage Roles > New |
| Enable a feature | Setup > Company > Enable Features |
Key Takeaways
- Secure your admin account first - 2FA is essential
- Limit admin count - 2-3 admins maximum
- Use non-admin role for daily work - reduce risk
- Test changes in Sandbox - don't break production
- Document everything - future you will thank you
Related Topics
- Security Considerations - Full security setup
- Administrator Role - Role details
- Roles & Permissions - Access control