Set up authorisations

If you are a principal authority or authorisation administrator you can create authorisations for employees and other individuals who work on behalf of the business.

You can authorise someone as a:

  • Authorisation administrator – a user who can create and manage authorisations for others
  • Authorised user – a user who can work on behalf of a business
  • Machine credential administrator (MCA) – a user who can create and manage machine credentials to interact with government online services through business software.
  • Basic user – a user who can work on behalf of a business with a basic identity strength in myGovID, you will need to re-authorise these users every 12 months. This is only available for a small number of participating government online services.  

For each government online service, you can grant either:

  • Full access to select government services.
  • Custom access to select government online services (currently limited to ATO services).
  • No access to select government services.

On this page:

See also:

Before you start

Check with the user you are authorising that:

  • they have set up their digital identity, such as myGovID
  • their full legal name matches the name used to set up their digital identity
  • their email address can only be accessed by them. It does not need to be the address they used to set up their digital identity.

If you're importing AUSkey users ensure the correct information is imported and check your AUSkey details are up to date in AUSkey Manager, including:

  • full legal name and business email address  
  • removing AUSkeys that your business no longer uses.

See also:

If you use a tax professional

If your business uses a tax professional outside your business to manage your tax affairs, for example a tax agent who is not your employee, you don’t authorise them (or their practice) in RAM and they don’t use RAM to authorise you. The tax professional notifies the ATO they're working on your behalf through their online services. This process has not changed.

How to add a new authorisation

  • Select Manage authorisations.
  • Select the business you would like to add an authorisation to.
  • Click Add new user.

You will then complete the following labels:

  • Representative type – select Standard or Basic user, this is based on the user's myGovID identity strength
  • Representative details – including the user's name and email address
  • Authorisation details – select Yes or No if you want the user to become an authorisation administrator or a machine credential administrator (MCA). Enter a start and end date for the authorisation, it cannot be back dated or left blank. Alternatively, select no end date. Note: An end date is required for a Basic user (no longer than 12 months from the authorisation date)
  • Agency Access – select the level of access (Full, Custom or None). For Basic users, only agencies who accept this level of access will display.
  • Summary – review details and accept the Declaration
  • Customise accessif custom access is given you will be redirected to the ATO’s Access Manager to set permissions

See also:

How to import AUSkey users

You can import AUSkey users to create authorisations based on existing AUSkey details and permissions. This function is available until AUSkey is retired at the end of March 2020.  

You can import:

  • Administrator AUSkeys – when Administrator AUSkey users are imported they become an authorisation administrator with full access to all businesses. Check their access and permissions have been imported correctly or if you need to customise their access.
  • Standard AUSkeys – when Standard AUSkey users are imported they become an authorised user
  • one AUSkey per person for an ABN (some users may have multiple AUSkeys for an ABN)
  • 100 AUSkey users at a time.

You cannot import:

  • expired or cancelled AUSkeys
  • Device AUSkeys
  • your own AUSkey – principal authority AUSkeys don’t need to be imported. Authorisation administrator AUSkeys need to be imported by the principal authority.

To import AUSkey users:

  • Select Manage authorisations.
  • Select the business you want to import AUSkey users for.
  • Click Import AUSkey users.

You will then complete the following labels:

  • Select AUSkeys – select the AUSkeys you want to import. If you would like to save or print a copy of the list, click Export.
  • Update details – if required, you can update the name and email address of a Standard AUSkey user. For Administrator AUSkey users, you can only update their business email address (the authorisation request will be sent to this email address). If an Administrator AUSkey user’s name does not match the full legal name they used to set up their digital identity, such as myGovID, you will need to create a new authorisation.
  • Agency access – select the level of access for each government agency (Full, Custom, None).
  • Summary – review details and accept the Declaration. Once submitted, an authorisation request will be sent via email to each user. The email includes an authorisation code which is used to accept or decline the request.
  • Confirmation – A summary of successful or failed authorisation requests will be displayed. Authorisations will remain as ‘pending’ until they are accepted by the user.

Authorisation requests and codes

When you authorise someone, an authorisation request and code is automatically emailed to the user. The user must accept or decline the authorisation request within seven days or the code will expire and a new request will need to be sent.

Re-issuing authorisation codes

If an authorisation code has expired or is not working, the principal authority or authorisation administrator will need to re-issue a code. To do this:    

  • select Manage authorisations
  • select the business name associated with the user
  • click View next to the user’s name which will have a pending status
  • click Re-issue a code under the authorisation code details
  • a confirmation message will appear advising the code has been re-issued, click Continue.

See also: