Business software user or provider

If you use Standard Business Reporting (SBR)-enabled software or you’re a digital service provider, you can use Relationship Authorisation Manager (RAM) to:

  • create machine credentials to interact with government online services through your software
  • notify the Office of the Student Identifiers Registrar, Department of Employment, Skills, Small and Family Business (formerly Unique Student Identifier or USI) about the software you’ll be using to interact with them through My Cloud software services.

On this page:

Machine credentials

You may need to install a machine credential to transact with government services through your business software.

You’ll need to create a machine credential if you:

  • are a digital service provider who offers cloud-based SBR-enabled software – you’ll need to install it on your server to enable software authentication by third-party users
  • use desktop, locally hosted or on-premise enterprise software to send information directly to a government agency (for example, the ATO) – your digital service provider will let you know when your software has been updated.

If you use cloud-based SBR-enabled software, you will not need to create a machine credential. Instead, your digital software provider will create the machine credential and install it on their server.

Find out about:

Who can create a machine credential

You can create a machine credential if you are a:

  • principal authority
  • machine credential administrator (MCA) as assigned by a principal authority or authorisation administrator.

The principal authority or MCA is responsible for any machine credential they create for the business. You cannot appoint another person as a custodian of the credential.

Terms and conditions

Ensure you read the myGovID terms of use - machine. This covers the terms and conditions of using a machine credential.

See also:

How to create a machine credential

Before you start, make sure you have read the myGovID - terms of use for machine credentials. 

You will need to download and install the software (machine credential download/browser extension) compatible with your device’s operating system:

Only the principal authority or MCA needs to install the browser extension. Once installed, you should check your browser settings to ensure it’s enabled (or restart your browser if required).

A machine credential is created and stored in a keystore file on your device or server. The keystore path is pre-filled with a default location, you can choose a different location if you prefer. You’ll need to manually direct to this location when installing your software.

How to install a machine credential

The How to install a machine credential guide includes the steps you need to complete including details on your keystore and installing the browser extension.

Watch:

https://publish.viostream.com/player/bd1bdiuni9z7sw

Machine credential permissions

When you first create a machine credential, it will not display in ATO’s Access Manager immediately.

A machine credential has full permissions when created and will appear in Access Manager after its first use. If required, the principal authority or authorisation administrator can customise these permissions by editing the user's authorisation

The machine credential will not automatically have access to business appointments or be selected for use in hosted SBR services. After first use, the principal authority or authorisation administrator will have to update these permissions in Access Manager if required.

How to revoke a machine credential

  • Select Manage authorisations
  • Select the business name you would like to revoke the machine credential from
  • Select Manage Credentials
  • Find the machine credential you want to revoke and select Revoke  
  • You will need to confirm that you want to revoke the credential, select Continue
  • A success message will appear. Select Continue and you will return to the Manage credentials tab – the machine credential will now show a status of revoked.

Once revoked, you will not be able to use or reinstate the machine credential.

Unassigned machine credentials

If a principal authority or authorisation administrator removes the role or authorisation of an MCA, the machine credential becomes ‘unassigned’. It will display as ‘Suspended’ in RAM but remain active for 60 days from the date of removal.

When a machine credential becomes unassigned, all other MCAs will receive a notification via email to claim the unassigned machine credential and become responsible for its continued use. If there are no other MCAs associated with that business, then the Principal Authority will be the recipient of this email. Reminder emails will be sent at 30 days and 53 days if the machine credential has still not been claimed.

To claim an unassigned machine credential:

  • Select View or manage authorisations, machine credentials and cloud software notifications from the home menu.
  • Select the business name you would like to claim the machine credential for
  • Select Manage Credentials.
  • Find the machine credential you want to claim, select Edit then Claim credential.
  • A success message will appear.
  • Select Continue to return to Manage credentials – the machine credential status will be ‘Active’.

My cloud software services

Currently, My cloud software services can only be used with the Office of the Student Identifiers Registrar, Department of Employment, Skills, Small and Family Business.

My Cloud Software Services lets you notify government agencies about the cloud based software you will be using to interact with them.

You need to be a principal authority or authorisation administrator to submit and manage notifications in RAM. Your digital service provider may also submit the notification which needs to be accepted before it becomes active.

Note: this does not mean they can act online on behalf of your business.

Find out about:

How to add a notification

To add a notification, you need the:

  • name and Australian business number (ABN) of your digital service provider
  • unique software ID (10-digit number) provided by your digital service provider.

You then:

  • select the business you are sending the notification for
  • select Manage notifications then Add notification
  • select the digital service provider
  • type the:
    • unique software ID – select Add another if more than one software ID is supplied
    • start date – this can’t be back dated
    • end date – this field defaults to ‘No end date’, you can include an end date if required.
  • selct the agency you wish to access (currently only available for Office of the Student Identifiers Registrar)
  • check the details are correct, accept the declaration and select Submit.

How to request a notification (digital service providers only)

To request a notification for a user you need to:

  • select Request notification
  • enter the ABN of the user and select Check. Details of the client will display.
  • type the
    • software ID for the user
    • start date – this can’t be back dated
    • end date – this field defaults to ‘No end date’, you can include an end date if required
  • select the agency you wish to notify (currently only available for Office of the Student Identifiers Registrar).

A confirmation message will display advising that you have successfully requested a notification and the requested notification will appear as pending until it is accepted by the user.

How to accept a notification

To accept a notification you need to:

  • select the business with the pending notification
  • select Manage notifications and locate the notification with the ‘Pending’ status and select Edit
  • check the following details are correct (these will be pre-filled)
    • name of the digital service provider
    • Software ID – select Add another if more than one software ID is supplied
    • start and end dates
    • agency to notify (currently only available for Office of the Student Identifiers Registrar)
  • accept the declaration and select Submit.

How to edit a notification

To edit a notification you need to:

  • select the business you want to edit the notification for
  • locate the notification and select Edit
  • edit the following fields as required
    • Software ID – select Add another if more than one Software ID was supplied
    • start and end dates
  • accept the declaration and select Submit.

How to remove a notification

To remove a notification you need to:

  • select the business you want to remove the notification for
  • locate the notification to remove and select Edit
  • select Remove.