Create Users According to Licences

This article describes how administrators create users and define who can sign in to Business Central. This article also covers how to assign permissions to different types of users according to your product licences.

When you create users in Business Central, you can assign permissions to them through permission sets and organise users in user groups. User groups make it easier to manage permissions for multiple users at the same time. For more information, see Assign Permissions to Users and Groups.

For more information about the different types of licences and how licensing works in Business Central, download the Dynamics 365 Licensing Guide.

Note

The process of managing users and licences varies depending on whether Business Central is deployed online or on-premises. For Business Central online, you must add users from Microsoft 365. In on-premises deployments, you can create, edit, and delete users directly.

Manage users and licences in online tenants

In the online version of Business Central, your subscription defines the number of users you're allowed. Users are added to your tenant in the Microsoft Partner Centre, typically by your Microsoft partner. For more information, see Add a new customer and Create, suspend, or cancel customer subscriptions in the Microsoft Partner Centre help.

To define who can sign in to Business Central, you assign product licences to users according to the work they'll do in Business Central. You can assign licences in several ways:

For more information, see Administration of Business Central Online in the administration Help.

Note

After you add users in the Microsoft 365 Admin Centre, we recommend that you update the user information in Business Central as soon as possible. Keeping user information current is easy to do, and helps ensure that people can always sign in. For more information, see To add users or update user information and licence assignments in Business Central.

Updating user information is especially important if you've customised permission sets for the licence. If a new user tries to sign in to Business Central before you've added them, they might not be able to. For more information, see Configure permissions based on licences.

However, users who experience this problem aren't actually blocked. They can either use the Go back home action, or simply sign in again to resolve the issue.

Configure permissions based on licences

APPLIES TO: Business Central 2022 release wave 1 and later

Admins can configure permissions sets and user groups based on the different licence types.

For example, the commonly used licence, Dynamics 365 Business Central Team Member, is set up by default to have the user groups D365 Team Member and Excel Export Action plus the following permissions sets:

  • D365 READ
  • D365 TEAM MEMBER
  • EDIT IN EXCEL - VIEW
  • EXPORT REPORT EXCEL
  • LOCAL

If this is not the right setup for a particular tenant, the admin can change that configuration. However, customised permissions will affect only new users who are assigned that licence. Permissions for existing users who are assigned the licence will not be affected.

  1. Sign in to Business Central using an administrator account.

  2. Choose the Lightbulb that opens the Tell Me feature. icon, enter Licence Configuration, and then choose the related link.

    Alternatively, if you're already in the Users page, you can run the Update Users from Microsoft 365 guide, and then, on the first page of the guide, choose the Configure permissions per licence link.

  3. In the Licence Configuration page, choose the licence that you want to customise, and then choose the Configure action.

  4. Choose the Customise permissions field to switch on customisation, and then make the relevant changes.

    In our example, the admin wants to remove the permission to edit in Excel, so they remove the Excel Export Action user group from the Team Member licence. Going forward, new users that are assigned the Team Member licence will not get the option to export data to Excel. If the organisation changes their minds about this, they can just go back to the Licence Configuration page and switch off the customisation for that licence type.

Important

This customisation of permissions only take effect for new users that you assign the relevant licence. Existing users are not updated. We recommend that you customise permissions before you start assigning users licences in the Microsoft 365 admin centre.

To add users or update user information and licence assignments in Business Central

After you add users or change user information in the Microsoft 365 Admin Centre, you can quickly import the user information to Business Central. The import includes licence assignments.

  1. Sign in to Business Central using an administrator account.
  2. Choose the Lightbulb that opens the Tell Me feature. icon, enter Users, and then choose the related link.
  3. Choose Update Users from Microsoft 365.

When adding new users, the next step is to assign user groups and permissions. For more information, see Assign Permissions to Users and Groups. If you're updating user information, and the update includes a licence change, users are assigned to the appropriate user group and their permission sets are updated. For more information, see To manage permissions through user groups.

Note

All users in an environment must be assigned to the same licence, either Essential or Premium. For more information, see the Microsoft Dynamics 365 Business Central Licensing Guide. The guide is available for download on the Business Central website.

For more information about synchronising user information with Microsoft 365, see the Synchronisation with Microsoft 365 section.

Note

If you use an external accountant to manage your books and financial reporting, you can invite them to your Business Central so they can work with you on your fiscal data. For more information, see Inviting Your External Accountant to Your Business Central.

To remove a user's access to the system

In online deployments, you can remove a user's access to Business Central. All references to the user are kept. However, the user can't sign in and active sessions for the user are stopped.

  1. Choose the Lightbulb that opens the Tell Me feature. icon, enter Users, and then choose the related link.
  2. Open the User Card page for the relevant user, and then, in the Status field, select Disabled.
  3. To give the user access again, set the Status field to Enabled.

You can also remove the licence from a user in the Microsoft 365 Admin Centre. The user is then unable to sign in. For more information, see Remove licences from users.

Synchronisation with Microsoft 365

When you assign a licence for Business Central to a user in Microsoft 365, there are two ways to create the user in Business Central.

In both cases, several settings are made automatically. These settings are listed in the second and third columns in the table below.

If you change user information in Microsoft 365, you can update Business Central to reflect the change. Depending on what you want to update, use one of the actions on the Users page. The actions are described in the last three columns in the table below.

Note

The actions described in the following table are accurate, however, the only one that you need is Update Users from Microsoft 365, which was added to simplify the process. The other actions will be removed in a future version of Business Central.

What happens when: First user, first sign-in Get Users from Microsoft 365 Update Users from Microsoft 365 Restore User Default User Groups Refresh User Groups Update user information from Microsoft 365
Scope: Current user New users in Microsoft 365 Multiple selected users Single selected user (except current) Multiple selected users Multiple selected users
Create the new user and assign SUPER permission set.

X X
Update the user based on information in Microsoft 365: Status, Full Name, Contact Email, Authentication Email. X X X X X
Synchronise user plans (licences) with licences and roles assigned in Microsoft 365. X X X X X
Add the user to user groups according to the current user plans. Remove the SUPER permission set for all users other than the first user to sign in and administrators. At least one SUPER is required. X X X X

Removes manually assigned user groups and permissions.
X

Update user group assignments.

Manage users and licences in on-premises deployments

For on-premises deployments, the number of user licences is specified in the licence file (.flf). When an administrator or Microsoft partner uploads the licence file, they can specify which users can sign in to Business Central.

For on-premises deployments, the administrator creates, edits, and deletes users directly from the Users page.

To edit or delete a user in an on-premises deployment

  1. Choose the Lightbulb that opens the Tell Me feature. icon, enter Users, and then choose the related link.
  2. Select the user that you want to edit, and then choose the Edit action.
  3. On the User Card page, change the information as necessary.
  4. To delete a user, select the user that you want to delete, and then choose the Delete action.

Note

For on-premises deployments an administrator can specify how to authenticate user credentials in the Business Central Server instance. When you create a user, you provide the credential type that you are using.

For more information, see the Authentication and Credential Types in the administration Help for Business Central.

See Also

Assign Permissions to Users and Groups
Manage Profiles
Change Which Features are Displayed
Customising Business Central
Getting Ready for Doing Business
Administration
Licensing in Dynamics 365 Business Central
Add Users to Microsoft 365 for business
Security and Protection in Business Central (administration content)
Assign a telemetry ID to users