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. Note that a Basic user cannot be authorised as a MCA.
  • 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.

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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.

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If you use a tax professional

If you use a tax professional to meet your tax obligations with the ATO or other government agencies, you don’t need to authorise them (or their practice) in RAM. Your agent will complete this on your behalf.

The tax professional notifies the ATO they're working on your behalf through their online services. This process has not changed.

Creating a new authorisation

To create a new authorisation:

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

Then complete the following labels:

  • Representative type – select either Standard user or Basic user, this is based on the user's myGovID identity strength
  • Representative details – complete 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 MCA. Enter a start date and end date for the authorisation – this can’t be backdated or left blank. Alternatively, select no end date. Note that 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 access – if custom access is given you will be redirected to the ATO’s Access Manager to set permissions. Note that a Basic user who requires access to ATO online services needs to complete additional proof of identity requirements (automatically emailed to the user) before you can set their permissions.

Watch:

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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.

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