# Administrators and access

> Give colleagues their own portal sign-in, choose which tabs and emails each one gets, and see who has two-factor authentication on.

- URL: https://kb.voipcloud.online/au/billing/administrators-and-access/
- Section: Billing and account
- Type: guide
- Applies to: All countries
- Last reviewed: 2026-11-09

Account administrators are people who can sign in to the portal with their own email and password. You decide which parts of the portal, and which emails, each administrator gets. For example, your bookkeeper might only need the **Billing** tab and invoice emails.

## Before you start

To add, edit or remove administrators, you need access to **Account administrators and details**. The primary administrator always has it. Give it only to people you trust to manage access.

## Add an administrator

1. Go to **Billing** › **Account details**.
2. Under **Account administrators**, click **Add**.

   ![Account administrators list with Name, Email, Status, 2FA and Last activity columns, and the Add and History buttons](https://kb.voipcloud.online/au/images/billing/administrators-and-access-list.webp)

3. Under **Personal Information**, enter their **Email** (they sign in with it), **First Name**, **Last Name** and phone number.
4. Under **Access rights**, tick the tabs and pages they can see (see the table below).
5. Under **Email preferences**, choose which emails they receive:
   - **Emails with invoices/receipts**. When this is ticked, choose the format under **Send reports in:**.
   - **Emails with service status notifications and news**.
   - **Send copies to additional email addresses**, then add the addresses under **Additional emails:**. This is useful for people who only need the emails.
6. Click **Save**.

The new administrator gets an email to create their password.

At least one administrator must receive invoice and receipt emails. If no other administrator gets them, the primary administrator's **Emails with invoices/receipts** can't be turned off.

## Access you can give

Each area can be shown or hidden for each administrator.

| Access right | What they can do |
| --- | --- |
| **Billing** › **Home** | See the account summary, balance and call statistics. |
| **Billing** › **Account administrators and details** | See the primary account holder's details and all active subscriptions, and add, change or remove administrators. |
| **Billing** › **Account balance** | See payments and charges for any period. |
| **Billing** › **Bills and payments** | Make payments, add or remove payment methods (including automatic payments), and view and download invoices. |
| **Billing** › **Referrals** | Refer new customers and see referral earnings. |
| **Billing** › **Rates search** | Search call and SMS rates. |
| **Reports** | Each report is ticked separately: **Overview**, **Call history**, **SMS history**, **Call recordings (read)**, **Call recordings (management)**, **Monthly call volume**, **Queue statistics**, **User statistics** and **Ring group statistics**. |
| **Services** | Order and cancel all services, including phone numbers, number porting, phones and internet. |
| **PBX** | View and change your call flow. |
| **Integrations** | Manage CRMs, Zapier, the API and webhooks. These need the Integrations licence. |
| **Support** | See network status, and raise and reply to support tickets. |

The primary administrator always has every access right, and their name and email can't be changed here.

**Important:** Anyone with **Services** access can order and cancel subscriptions that are charged to your account. Anyone with **PBX** access can change how calls are answered.

## The administrators list

| Column | What it shows |
| --- | --- |
| **Name** | The administrator's name. |
| **Email** | The email they sign in with, and their phone number. |
| **Status** | **Primary** for the account owner, **Active** for other administrators, **Deleted** for removed ones. |
| **2FA** | Whether two-factor authentication is on for their sign-in. See [Two-factor authentication](https://kb.voipcloud.online/au/security/two-factor-authentication/). |
| **Last activity** | When they last used the portal, and from which IP address. |

Use the **Active** and **Deleted** tabs to switch between current and removed administrators. **History** opens **Authorised user history**: the date, author and a note for each change to administrators. You can narrow it to one administrator.

## Change or remove an administrator

1. Under **Account administrators**, select the administrator.
2. Click **Edit**, change their access or emails, and click **Update**.

With an administrator selected, you can also:

- **Reset password**: emails them instructions to set a new password.
- **Reset 2FA**: shown when they have two-factor authentication on. They set it up again at their next sign-in.
- **Delete**: they can no longer sign in. The primary administrator can't be deleted. A deleted administrator can be brought back with **Restore** on the **Deleted** tab.

## Check it works

The new administrator appears in the list with the status **Active**. Ask them to sign in and check they see only the tabs you chose.

## Next steps

- [Two-factor authentication](https://kb.voipcloud.online/au/security/two-factor-authentication/)
- [Invoices and receipts](https://kb.voipcloud.online/au/billing/invoices/)