User Management Guide

Spectrum Cloud || User Management Guide

User Management Enhancements

TDS Module – User Management Enhancement
The enhanced User Management module enables administrators to assign specific TDS/TCS forms to individual users, ensuring secure and role-based access control.
Supported Forms
  1. Form 24Q / 138 – TDS on Salary Payments
  2. Form 26Q / 140 – TDS on Non-Salary Payments
  3. Form 27Q / 144 – TDS on Payments to Non-Residents
  4. Form 27EQ / 143 – Tax Collected at Source (TCS)
Administrators can assign one or multiple forms to individual users based on operational requirements. Users will have access only to the forms and related data assigned to them, while administrators retain unrestricted access by default.
All assignment activities are automatically recorded in the activity logs, and notifications are sent to the respective users upon any modification.
This functionality is particularly beneficial for CA firms and organizations managing TDS operations through dedicated teams.

ITR Module – User Management Enhancement
The User Management module now provides advanced access control for ITR operations by allowing administrators to allocate specific ITR forms to users according to their responsibilities.
Users can access only the clients, taxpayers, and data associated with their assigned ITR forms. Administrators continue to have full access across all forms and data.
All changes related to user allocation are maintained in system activity logs, and notifications are automatically communicated to the concerned users.
This enhancement is ideal for firms where different team members manage separate categories of taxpayers and return filings.

GST Module – User Management Enhancement
The GST User Management enhancement enables administrators to assign specific GST return forms to users for controlled and streamlined access management.
Supported GST Forms
  1. GSTR-1
  2. GSTR-3B
  3. GSTR-9
  4. GSTR-9C
  5. GSTR-2A/2B
  6. GST TDS/TCS Returns
Users are granted access only to the GST forms, companies, and related data assigned to them. Administrators retain complete access privileges by default.
All modifications to user assignments are securely logged, and notifications are issued to the affected users.
This feature is highly effective for organizations handling regular, annual, and audit-related GST compliance activities through separate operational teams.

Creating a Sub-User

Follow the steps below to create and configure a sub-user account.
Step 1: Access Profile
Click on the Profile icon available within the application.
Step 2: Open User Management
Navigate to the User Management section from the profile menu.

      

Step 3: Create a New User
Click on the “Add New” button to initiate the sub-user creation process.

      

Step 4: Assign Application Access
Select the application modules and data access permissions to be assigned to the sub-user.

      

Step 5: Enter User Details
Provide the following details:
  1. Mobile Number (must not already be registered in the system)
  2. Valid Email ID (must be active and accessible)
      

An invitation link will be sent to the provided email ID. The sub-user will be required to complete the registration process by creating login credentials.

      

Step 6: Account Activation
Upon successful verification and registration, the sub-user will be able to log in to the application.

Sub-User Permissions (Delete & View Password Access)

Administrators can also grant additional operational permissions from the same configuration screen, including:
  1. Delete Permission
  2. View Password Permission
Once enabled through the respective toggle options, the sub-user will be authorized to:
  1. Delete records within the assigned modules
  2. View passwords associated with created Clients, Deductors, or Companies
These permissions should be granted carefully based on the user’s operational responsibilities.

      

TAN Dashboard – User Assignment

The TAN Dashboard enables administrators to assign active users to TANs through multiple allocation methods, ensuring efficient workload distribution and access management.
Available Assignment Methods
  1. Status Wise
  2. State Wise
  3. TAN Wise
  4. Form-Wise Allocation
  5. Rule-Based Assignment (Automation)

1. Status Wise Assignment
Purpose → Assign users based on the entity category or organizational status.
Steps
  1. Navigate to User Management → TAN Dashboard → Status Wise
  2. Click the “+” icon corresponding to the required category
  3. Select the active user(s)
  4. The assignment is automatically saved upon selection
      
      

Use Case → Suitable for bulk assignment based on entity classification.

2. State Wise Assignment
Purpose → Assign users according to geographical regions or states.
Steps
  1. Open the State Wise tab
  2. Click the “+” icon next to the required state
  3. Select the user(s)
  4. The assignment is automatically saved upon selection
      

Use Case → Facilitates region-wise operational management and workload distribution.

3. TAN Wise Assignment
Purpose → Assign users to individual TANs on a client-specific basis.
Steps
  1. Open the TAN Wise section
  2. Select the required TAN
  3. Click Assign
  4. Select the appropriate user
  5. The assignment is automatically saved upon selection
      

Use Case → Ideal for dedicated client handling and customized allocation.

4. Form-Wise Allocation
Purpose → Assign users according to specific TDS/TCS 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 for the respective user
  3. Click Save
      

Use Case → Enables specialized handling based on form expertise and departmental structure.

5. Rule-Based Assignment (Automation)
Purpose → Automate user assignments based on predefined business conditions.
Steps
  1. Click on Make Rules
  2. Define the required conditions (Status / State / Form / TAN)
  3. Select the user for assignment
  4. The assignment is automatically saved upon selection
      

Example
  1. If State = Gujarat, automatically assign the entity to User A.
Benefits
  1. Reduces manual assignment efforts
  2. Improves operational efficiency
  3. Ensures consistent allocation management

ITR Dashboard – User Assignment

The ITR Dashboard enables administrators to assign active users to PANs using multiple allocation methods for efficient and controlled access management.
Available Assignment Methods
  1. Form Wise
  2. Status Wise
  3. PAN Wise
  4. Rule-Based Assignment (Automation)

1. Form Wise Assignment
Steps
  1. Navigate to User Management → ITR Dashboard → Form Wise
  2. Click the “+” icon next to the required category
  3. Select the user(s)
  4. The assignment is automatically saved upon selection
      

2. Status Wise Assignment
Steps
  1. Navigate to User Management → ITR Dashboard → Status Wise
  2. Click the “+” icon next to the required category
  3. Select the user(s)
  4. The assignment is automatically saved upon selection
      

3. PAN Wise Assignment
Steps
  1. Navigate to User Management → ITR Dashboard → PAN Wise
  2. Select the required PAN
  3. Click Assign or the “+” icon
  4. Select the appropriate user
  5. The assignment is automatically saved upon selection
      

4. Rule-Based Assignment (Automation)
Purpose → Automate user assignments using predefined allocation rules.
Steps
  1. Click on Make Rules
  2. Define conditions (Status / State / Form)
  3. Select the user for assignment
  4. The assignment is automatically saved upon selection
      

GST Dashboard – User Assignment

The GST Dashboard enables administrators to assign active users to GSTINs using various allocation methods for improved access control and operational efficiency.
Available Assignment Methods
  1. GSTIN Wise
  2. State Wise
  3. Status Wise
  4. Rule-Based Assignment (Automation)

1. GSTIN Wise Assignment
Steps
  1. Navigate to User Management → GST Dashboard → GSTIN Wise
  2. Click the “+” icon next to the required GSTIN
  3. Select the user(s)
  4. The assignment is automatically saved upon selection
      

2. State Wise Assignment
Steps
  1. Navigate to User Management → GST Dashboard → State Wise
  2. Click the “+” icon next to the required state
  3. Select the user(s)
  4. The assignment is automatically saved upon selection
      

3. Status Wise Assignment
Steps
  1. Navigate to User Management → GST Dashboard → Status Wise
  2. Click the “+” icon next to the required category
  3. Select the user(s)
  4. The assignment is automatically saved upon selection
      

4. Rule-Based Assignment (Automation)
Purpose → Automate GST user assignments based on predefined business rules.
Steps
  1. Click on Make Rules
  2. Define conditions (Status / State / Form)
  3. Select the user for assignment
  4. The assignment is automatically saved upon selection
      

Benefits
  1. Minimizes manual intervention
  2. Enhances operational accuracy
  3. Improves assignment efficiency and consistency

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