Collaborator Access
XO Report supports shared access through collaborator roles. Understand who can do what and how shared subscriptions work.
How Collaboration Works
When a billing admin connects Xero organizations to their subscription, other users in those organizations can access them through the billing admin's plan. These users are collaborators. They use the billing admin's subscription without needing their own.
Collaborators can use all XO Report functions and tables for the organizations they have access to, just like the billing admin.
Billing Admin vs Collaborator
| Capability | Billing Admin | Collaborator |
|---|---|---|
| Use XO Report functions and tables | Yes | Yes |
| Connect new organizations | Yes | In the add-in* |
| Disconnect organizations | Yes | No |
| Swap organizations | Yes | No |
| Upgrade or downgrade plan | Yes | No |
| Cancel subscription | Yes | No |
| Manage billing (Stripe portal) | Yes | No |
| Delete account | Yes | Yes (own account only) |
| Start their own plan | N/A | Yes |
*Connecting a Xero organization happens in the add-in (Xero sign-in), and any user can do it. A collaborator's newly connected org only becomes usable once a plan covers it. Until then it shows as Not covered by a plan. Adding orgs to a shared plan, and disconnecting or swapping orgs, remain billing-admin actions in the account portal.
What Collaborators See in the Portal
Collaborators see a simplified version of the account dashboard:
- Organizations cardlists every Xero organization you have connected: those covered by the plan owner's subscription carry a Shared plan tag; any that no active plan covers are shown muted with Not covered by a plan (they can't be used in Excel until a plan covers them; ask the plan owner to add them, or start your own plan)
- Subscription cardshows "Organization Subscription", indicating they have access through another user's plan
- A link to start their own plan if they want independent management
- The Advanced section with account deletion (but no disconnect, swap, downgrade, or cancel options)
Impact of Billing Admin Actions
Collaborator access depends entirely on the billing admin's subscription.
- Billing admin disconnects an org: All collaborators accessing that org lose access immediately
- Billing admin cancels subscription: All collaborators lose access when the billing period ends
- Billing admin deletes account: All collaborators lose access as the related billing state changes during or after the deletion process
- Billing admin downgrades: If excess orgs are disconnected, collaborators using those orgs lose access immediately
Want independent control?
If you're currently a collaborator and want to manage your own organizations independently, you can start your own plan. This gives you full billing admin capabilities for your own subscription.