Shared Access

Shared access lets you invite other My Tax Digital users to access a specific business or individual record. It is designed for:

• Accountants and tax agents who manage records on behalf of clients
• Business partners who need to collaborate on the same account
• Employees who handle bookkeeping or accounting tasks

Each user you invite is given a role that controls exactly what they can see and do. Shared access is managed per-record — a user invited to one business does not automatically get access to any other businesses or individuals in your account.

Adding a user

1. Open the relevant business or individual from the left-hand menu.
2. Select Update Business or Update Individual.
3. Scroll to the Shared access section at the bottom of the page.
4. Click + Add, enter the user's email address, and select one or more roles.
5. Click Add to confirm.

The invited user must already have a My Tax Digital account registered to that email address.

The user who created the record is shown with a Creator badge. They always have full access and cannot be removed.

To remove a user's access, click Delete next to their entry.

Roles for a Business

Role	What it allows
Administrator	Full access to all permissions
Manage Shared Access	Add and remove other users, and change their roles
Manage Business	Update business name, VAT details, and contact information
View Accounting	Read-only access to transactions, contacts, invoices, attachments, and bank accounts
Manage Accounting	Full read/write access to transactions, contacts, invoices, attachments, and bank accounts

Roles for an Individual

Role	What it allows
Administrator	Full access to all permissions
Manage Shared Access	Add and remove other users, and change their roles
Manage Individual	Update the individual's name and NINO
View Self Assessment	Read-only access to Self Assessment screens
Manage Self Assessment	Submit and manage Self Assessment submissions

Walkthrough: sharing an individual's record with another user

This example shows the complete flow for Gabi Clarke sharing her Self Assessment record with John, who is setting up a new My Tax Digital account specifically to access shared data.

Step 1 — John registers and chooses "Access shared data"

John creates a new My Tax Digital account. On the welcome screen he has no businesses or individuals yet.

During onboarding, John is asked how he plans to use My Tax Digital. He selects Access shared data — this option is for users who are only here to access a record that someone else will share with them.

Step 2 — John waits for the share to be granted

After completing registration, John sees the Select Business/Individual screen. It is empty, with a notice explaining that he must wait for the record owner to share their data with him.

Step 3 — Gabi adds John to her individual record

Gabi logs in, opens her individual record (Gabi Clarke), and goes to Update Individual. She clicks + Add in the Shared access section, enters john@example.com, and selects the roles she wants to grant him — in this case View Self Assessment and Manage Individual.

After clicking Add, the Shared access section shows both users: Gabi (Creator) and John with his assigned roles.

Step 4 — John can now access the record

John refreshes his Select Individual screen and Gabi Clarke's record now appears, marked with a shared access icon.

John selects Gabi Clarke's record and can now view her Self Assessment dashboard within the permissions he has been granted.

Common questions

I want to give my accountant access — what role should I choose? For an accountant who needs to manage your records and submissions, Administrator is the most straightforward choice. If you prefer to limit their access, combine Manage Accounting (or Manage Self Assessment for an individual) with Manage Shared Access if they also need to manage other team members.

My accountant says they cannot see my account after I added them. Check that the email address you entered matches the one they use to log in to My Tax Digital exactly. Shared access invitations are tied to the registered email address.

Can I have more than one user with shared access? Yes — there is no limit on the number of users you can add to a record.

Can a shared access user invite other people? Only if they have been given the Manage Shared Access or Administrator role.

Can I change a user's role after adding them? Currently you need to remove the user and re-add them with the correct role.