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Expanding Your Team? How to Add Users in NetSuite

“How to add a new user in NetSuite?” This common question often arises in various scenarios, such as onboarding employees, setting up vendor accounts, partnering with new businesses, or managing customer profiles within NetSuite. 

Let us guide you through a few approaches to adding users and provide insights on troubleshooting any potential issues arising during the process. 

It’s important to understand that NetSuite users encompass diverse individuals, including employees, vendors, partners, and customers, each playing a unique role within the system.

How to Add a User in NetSuite?

To add a new employee or user to NetSuite as an Administrator, follow these user-friendly steps for seamless access management. 

Start by logging in as the Administrator and navigate to the Employees section by going to Lists > Employees > Employees > New.

Begin by entering the individual’s Name and Email address, with the latter as the user login. 

If your organization has multiple subsidiaries, input the relevant subsidiary information. While additional details can be provided in the employee record, the essential information for NetSuite access includes the Name and Email.

Next, click on the Access subtab. Activate access by checking the “Give Access” box. Now, you have two options for setting up the password:

Check the “Send Notification Email” box if you prefer an automated approach. This triggers an auto-generated email to the user to set up their password.

Check the “Manually Assign or Change Password” box for manual control. Assign a password of your choice and select “Require Password Change on Next Login.” Share the login link (https://system.netsuite.com/pages/customerlogin.jsp?country=US), email, and password with the user, emphasizing the need to change the password upon the first login.

Select the appropriate Role for the user and click “Add.” Notably, you can assign multiple roles without affecting license numbers.

Once all information is entered, click “Save” to finalize the process. This streamlined approach ensures efficient onboarding, making NetSuite access management a breeze for Administrators.

Assign an Employee Password Manually

To set up access for an employee in NetSuite and assign a password, follow these steps:

  1. Navigate to Lists > Employees > Employees.
  2. Click on Edit next to the employee’s name for whom you want to grant access.
  3. In the Email | Phone| Address section, provide the employee’s email address, which is mandatory for login.
  4. Move to the Access tab and check the Give Access box.
  5. Avoid selecting the Send New Access Notification Email option.
  6. Tick the Manually Assign or Change Password box.
  7. Enter a password for the employee, ensuring it meets the specified criteria displayed as you type.
  8. Confirm the password by entering it again in the Confirm Password field.
  9. Optionally, check the box that says Require Password Change on Next Login to enhance security.
  10. Save the changes. Note that the checkbox for password change won’t visibly appear checked, but it internally sets a flag for future logins.

Communicate the login details to the employee: share the appropriate NetSuite login page, their email for login, and the password assigned. Remember not to transmit passwords via email for security reasons.

Taking these steps ensures a secure setup for your employee’s access to NetSuite, maintaining compliance with any password policies in place.

To remove a role:

  • Open the employee record.
  • On the Access tab, find the role, click its name.
  • Click “Remove” and then “Save.”

Remember, when an employee logs in, they will only see the links and features permitted by their assigned role(s).

Helpful Tips for NetSuite Login or User Problems

For a smooth onboarding process and to troubleshoot any potential issues, consider the following tips:

Auto-Generated Email Not Received

If the user didn’t receive the auto-generated email for password setup, advise them to check their Spam folder. Sometimes, automated emails may be filtered into this folder unintentionally.

Ensuring First-Try Success

To guarantee a seamless password setup on the first attempt, opt for Option B. This involves manually assigning a password of your choice and selecting “Require Password Change on Next Login.” By doing so, users can immediately change their password, eliminating potential login hiccups.

Checkbox Verification

Before finalizing the employee record, double-check that all necessary checkboxes are selected. Ensure that the “Give Access” box is checked, and, if applicable, either the “Send Notification Email” or “Manually Assign or Change Password” box is selected based on your preferred setup.

By adhering to these troubleshooting tips, you can address common issues and ensure a seamless user onboarding experience. Whether it’s guiding users to check their Spam folder or choosing the optimal password setup method, these suggestions help streamline the process and minimize potential obstacles.

Avoid Exceeding Allotted NetSuite Licenses

If you’re keen on ensuring that you’re not exceeding your allocated number of NetSuite licenses, follow these simple steps. 

First, head to the Setup menu, then navigate to Company, and finally click on View Billing Information. Once there, scroll down until you reach the section labeled Full Licensed Users. 

Take note of the figures under CURRENT PROVISIONED QTY and CURRENT USED QTY. The key here is to calculate the difference between these two quantities. This difference represents the number of available users you have within your NetSuite subscription. 

Armed with this information, you can confidently proceed to add new users, whether they be employees, vendors, partners, or customers, without exceeding your licensed limit. By keeping an eye on these figures, you ensure that your usage stays within the confines of your subscription, allowing for seamless management of your NetSuite resources.


Adding users to NetSuite involves a systematic process for efficient onboarding. As an Administrator, login and navigate to the Employees section, enter essential details, activate access, and assign roles. 

Troubleshooting tips include checking spam folders for automated emails and ensuring proper checkbox selection. Additionally, regularly monitor provisioned and used quantities in the billing information section to avoid exceeding NetSuite licenses. 

By following these steps, administrators can seamlessly manage user access, troubleshoot issues, and maintain compliance with licensing limits, ensuring a smooth and secure onboarding experience within the NetSuite platform.

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