Users

Create and manage user accounts.

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User Records

Every user in NetSuite has an employee record (for internal users) or contact/customer record (for external users):

USER RECORD STRUCTURE
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EMPLOYEE RECORD (Internal User)
├── Personal Info: Name, Title, Department
├── Contact Info: Email, Phone
├── Employment: Hire Date, Manager
├── Access: Login, Roles, Password
└── Preferences: Time Zone, Language

Who uses this:
├── Your own employees
├── Contractors
└── Anyone needing internal access

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Creating a New User

Step-by-Step

HOW TO CREATE A NEW USER
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Step 1: Navigate
Lists > Employees > Employees > New

Step 2: Fill in basic info
├── First Name / Last Name
├── Email (required for login)
├── Department (optional but useful)
├── Location (optional)
└── Supervisor (optional)

Step 3: Enable access
Go to "Access" tab:
├── Give Access: ✓ (check this!)
├── Password options:
│   ├── Manually assign password, OR
│   └── Send notification email (user sets own)
└── Role assignment (see below)

Step 4: Assign roles
In Roles section:
├── Click "Add"
├── Select role (e.g., "Sales Representative")
├── Add more roles if needed
└── Set default role

Step 5: Save

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Password Management

Setting Passwords

PASSWORD OPTIONS
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Option 1: Manually Assign
├── Admin enters a password
├── Tell user the password securely
└── User can change later

Option 2: Send Notification Email
├── User receives email with link
├── User sets own password
└── More secure (admin never knows it)

Option 3: User Resets Own
├── User clicks "Forgot Password" at login
├── Email sent to their address
└── Best for locked accounts

Resetting Passwords

HOW TO RESET A USER'S PASSWORD
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Step 1: Find the employee record
Lists > Employees > Employees > [Search]

Step 2: Go to Access tab

Step 3: Choose reset method
├── "Send Password Reset Email" button
│   └── User receives link to set new password
├── OR manually enter new password
│   └── Tell user the temporary password

Step 4: Save

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Assigning Roles

ROLE ASSIGNMENT
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One Role:
├── User has single role
├── Always logs in with that role
└── Simpler

Multiple Roles:
├── User has several roles
├── Chooses role at login or switches later
├── Good for users who do different jobs
└── Example: Sales Rep + Report Viewer

Default Role:
├── Role selected automatically at login
├── User can switch to others
└── Set the most commonly used role as default

How to Assign

ASSIGNING ROLES TO A USER
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Navigation: Employee Record > Access Tab > Roles Section

To add:
├── Click "Add"
├── Select role from dropdown
├── Repeat for additional roles
└── Save

To set default:
├── Check "Default" box next to role
└── This role loads automatically at login

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Managing Existing Users

Viewing User List

WHERE TO SEE ALL USERS
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All Employees:
Lists > Employees > Employees

Filter to users with access:
├── Create saved search
├── Filter: Give Access = True
└── Shows only active login users

Changing User Roles

HOW TO MODIFY USER ROLES
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Step 1: Find employee record
Step 2: Go to Access tab
Step 3: Modify roles:
        ├── Add: Click "Add", select role
        ├── Remove: Click "X" on role row
        └── Change default: Check different box
Step 4: Save

Note: Changes take effect on next login

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Offboarding Users

When an employee leaves:

EMPLOYEE OFFBOARDING CHECKLIST
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□ Immediate (same day):
  ├── Remove "Give Access" checkbox
  │   └── Prevents login immediately
  └── Remove roles (optional but cleaner)

□ After review:
  ├── Inactivate employee record
  │   └── Preserves history, hides from lists
  ├── Reassign open tasks
  └── Transfer ownership of records (if needed)

□ Don't do:
  ├── Delete the employee record
  │   └── Breaks historical references
  └── Ignore until "later"
      └── Security risk!

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Bulk User Management

For managing many users at once:

BULK USER UPDATES
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Mass Update (updating existing):
Lists > Mass Update > Mass Updates
├── Type: Employee
├── Criteria: Select who to update
├── Changes: Role, department, etc.
└── Preview before applying!

CSV Import (creating many):
Setup > Import/Export > Import CSV
├── Type: Employee
├── Include access settings
└── Assign roles via CSV

See Mass Updates for details.

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Quick Reference

I want to...	Go to
Create new user	Lists > Employees > New
Reset password	Employee > Access tab > Send Reset Email
Add role to user	Employee > Access tab > Roles > Add
Remove access	Employee > Access tab > Uncheck Give Access
Inactivate user	Employee > Check "Inactive"
View all users	Lists > Employees > Employees

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Common Issues

Problem	Cause	Solution
User can't log in	Give Access unchecked	Check the box
User doesn't receive reset email	Wrong email address	Verify email
User can't see records	Missing role	Add appropriate role
User sees too much	Wrong role	Review/change role

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Key Takeaways

1. Employee record + Give Access + Role = user can log in
2. Send notification email for secure password setup
3. Multiple roles allow users to do different jobs
4. Inactivate, don't delete when employees leave
5. Changes apply on next login

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Related Topics

• Access Overview - Authentication details
• Roles Overview - Understanding roles
• Mass Updates - Bulk user management