ExpressTDS || User Management Guide

ExpressTDS || User Management Guide

Express TDS – User Management Guide

The User Management module has been enhanced to enable administrators to assign specific TDS/TCS forms to individual users. This functionality ensures controlled and role-based access, allowing users to operate only on the forms relevant to their responsibilities instead of having unrestricted access to all TDS operations.
The following form mappings are supported:
  1. Form 24Q / Form 138 — TDS on Salary Payments
  2. Form 26Q / Form 140 — TDS on Non-Salary Payments
  3. Form 27Q / Form 144 — TDS on Payments to Non-Residents
  4. Form 27EQ / Form 143 — Tax Collected at Source (TCS)
The application supports both the existing form numbers (24Q, 26Q, 27Q, 27EQ) and the revised form numbers (138, 140, 144, 143), as notified under the Income Tax Act, 2025, effective 1 April 2026.

Why This Matters
In professional practices, particularly in CA firms, responsibilities for TDS/TCS compliance are often distributed among multiple team members. Previously, users with access to the TDS module could view and modify all forms, which increased the risk of unintended changes and limited accountability.
With the introduction of form-wise allocation:
  1. Access is aligned with defined roles and responsibilities
  2. The risk of unauthorized or accidental data modification is minimized
  3. Accountability and audit traceability are significantly enhanced
  4. Organizational workflows can be effectively replicated within the application
How It Works
A new section titled “TDS Form Allocation” has been introduced within the User Management module during user creation or modification.
  1. Administrators can assign one or more forms to a user
  2. Users will only have access to clients and data relevant to their allocated forms
  3. Administrator/Principal users will continue to have unrestricted access by default
Key Details
  1. Existing users will retain full access unless restrictions are explicitly applied by an administrator
  2. Allocation is configured at the user level, not at the client level
  3. Any changes to form allocation are recorded in the activity logs and trigger notifications to the affected users
  4. At least one user must be assigned to each form for a given TAN to ensure continuity in compliance activities
  5. Dual form labeling (e.g., “26Q / Form 140”) is maintained across the application to facilitate a smooth transition
Who Should Use This
This feature is recommended for organizations with multiple users handling TDS/TCS processes.
It is particularly beneficial for:
  1. Firms segregating Salary and Non-Salary TDS responsibilities
  2. Organizations managing TCS through dedicated teams
  3. Practices requiring enhanced access control, operational discipline, and accountability

Purpose

This guide provides step-by-step instructions to:
  1. Create sub-users
  2. Assign access to application data
  3. Allocate TANs and forms using the TAN Dashboard
  4. Manage user access and control policies

Creating a Sub-User

Follow the steps below to add a new sub-user:
Step 1: Access Profile
Click on the Profile icon available in the application.
Step 2: Navigate to User Management
Select the User Management option.
      
      
Step 3: Add New User
Click on the “Add New” button to initiate the user creation process.
Step 4: Select Application Access
Choose the application data/modules to be assigned to the sub-user.
Step 5: Enter User Details
Provide the following information:
  1. Mobile Number (must not be previously registered)
  2. Email ID (valid and accessible)
Step 6: Invitation & Registration
An invitation link will be sent to the provided email ID.
The user must complete the registration process by creating login credentials.
Step 7: Account Activation
After successful verification, the sub-user can log in to the Express TDS application.

TAN Dashboard – User Assignment

The TAN Dashboard allows administrators to assign active users to TANs using multiple filters, enabling flexible and efficient allocation.
Available Assignment Methods:
  1. Status Wise
  2. State Wise
  3. TAN Wise
  4. Form-Wise Allocation
  5. Rule-Based Assignment (Automation)

Assignment Methods

1. Status Wise Assignment

Purpose: Assign users based on entity classification.
Available Categories:
  1. Autonomous Body
  2. Company
  3. Individual/HUF
  4. Firm
Steps:
  1. Navigate to User Management → TAN Dashboard → Status Wise
  2. Click on the “+” icon next to the required category
  3. Select TAN(s)
  4. Choose Active User(s)
  5. Click Assign/Save
Use Case: Suitable for bulk assignment based on entity type.

2. State Wise Assignment

Purpose: Assign users based on geographical location.
Steps:
  1. Open the State Wise tab
  2. Select the required State
  3. Choose TAN(s)
  4. Assign User(s)
  5. Click Save
Use Case: Enables region-wise work distribution.

3. TAN Wise Assignment

Purpose: Assign users to specific TANs individually.
Steps:
  1. Open TAN Wise
  2. Search and select the required TAN
  3. Click Assign
  4. Select User
  5. Click Save
Use Case: Ideal for client-specific allocation.

4. Form-Wise Allocation

Purpose: Assign users based on TDS return forms.
Forms Covered:
  1. Form 24Q / Form 138 — TDS on Salary Payments
  2. Form 26Q / Form 140 — TDS on Non-Salary Payments
  3. Form 27Q / Form 144 — TDS on Payments to Non-Residents
  4. Form 27EQ / Form 143 — Tax Collected at Source (TCS)
Steps:
  1. Navigate to Form-Wise Allocation
  2. Select the required Form Type
  3. Choose TAN(s)
  4. Assign User(s)
  5. Click Save
Use Case: Enables specialization by form type.

5. Rule-Based Assignment (Automation)

Purpose: Automate user assignments based on predefined conditions.
Steps:
  1. Click on Make Rules
  2. Define conditions (Status / State / Form / TAN)
  3. Select the user
  4. Click Save
Example: If State = Gujarat, then assign to User A
Benefit: Reduces manual effort and improves operational efficiency.

Dashboard Highlights

  1. “+” Icon: Quick assignment of users
  2. Assigned Users Column: Displays the number of users assigned
  3. People to Assignment Section: Shows assignment summary (displays “No Data” if no assignments exist)

Sub-User Access & Control Policy

  1. Sub-users can be activated or deactivated by the Owner at any time.
  2. Access is restricted to assigned TANs and forms only.
  3. Any modification in assignment or status will immediately reflect in user access permissions.

Important Notes

  1. Ensure that the mobile number and email ID are not already registered before creating a sub-user.
  2. The sub-user must complete the registration process via the invitation link to activate access.
  3. Assignments should be reviewed periodically to maintain proper access control.

The User Management module in Express TDS provides a robust and flexible framework for managing user access, ensuring data security, and enabling efficient task allocation across multiple users and entities.



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