The quick answer
Edit the employee’s Access tab, select Give Access, and add the appropriate role. Save, then verify Login Access and the retained role assignment. A notification request does not establish delivery or successful sign-in.
The screenshots show a recorded demonstration with sample data. Use your own records and values when following the steps.
Before you start
An authorized administrator should verify the employee and login email before granting access. Choose a role appropriate to the job and available user capacity. This example uses a new password-based identity; SSO and existing NetSuite users can follow different invitation flows.
01. Verify the employee and current access
Open Lists → Employees → Employees. Confirm Jamie Rivera and jamie.rivera@example.com. Login Access is No. Edit that employee and inspect the Access tab.
02. Enable access and commit the role
Select Give Access and Send New Access Notification Email. Leave Manually assign or change password clear. Under Roles, choose Sales Representative and click Add so it becomes a committed row. Save the employee.
03. Check the saved access status
Back in Employees, verify Jamie’s Login Access is now Yes. The save confirmation and list value establish the access setting, not delivery of the invitation.
04. Reopen the role assignment
Open Jamie’s record and Access tab. Confirm Give Access stays selected and Sales Representative remains assigned. These two settings control access and the role available after login.
05. Understand the illustrative invitation
The example inbox illustrates a welcome message for Cedar Harbor Supply - 7482961, addressed to Jamie’s login email, with an administrator contact and Set NetSuite Password link. It is not a delivered message or login test; do not use its illustrative link.
Check the result
- Login Access is Yes on the intended employee.
- The appropriate role persists after reopening.
- Email delivery, password setup and successful login remain separate checks.
Common questions
Why doesn’t an employee record automatically allow NetSuite login?
An employee record identifies the person but does not enable access. An authorized administrator must verify the employee’s email, select Give Access, assign an appropriate role, and save the record.
How do I enable an employee’s access and assign a role?
Go to Lists > Employees > Employees, edit the employee, and open the Access tab. Select Give Access, choose the appropriate role and click Add, then save. Available roles and user capacity depend on your account configuration.
Can I invite a new user without manually setting a password?
Yes. For a new NetSuite password identity, select Send New Access Notification Email and leave Manually assign or change password unchecked. The employee can use the password-setup instructions if the option is available; SSO-only roles may use a different sign-in process.
What does Login Access = Yes confirm, and what does it not prove?
Login Access = Yes confirms that access is enabled in the saved employee settings. It does not prove that an email was delivered, a password was set up, 2FA was enrolled, or the employee successfully signed in.