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How to setup a new Web Version account

📚 What This Guide Covers

This guide walks you through setting up your SureFire Web Version account. You will learn how to:

  • Create user accounts - Set up admin and preparer usernames
  • Assign user roles - Configure permissions for different users
  • Create tax form templates - Set default forms for your office
  • Configure preparer information - Add PTIN and office details

⚠️ Before You Begin

You will need:

  • Administrator access - Initial setup requires admin login
  • Your office information - Address, phone, and other details
  • Preparer information - Names and PTIN numbers for your team
  • Default tax forms list - Know which forms to include in your templates

📊 Step-by-Step Setup

Step 1: Log In as Administrator

Your initial admin login provides full access to configure the entire system.

  1. Navigate to your SureFire Web Version login page
  2. Log in with your administrator credentials
  3. You will be prompted to create a new password
  4. Tip: Copy and paste the password into the field for accuracy

Step 2: Create User Accounts

Create usernames for all team members who will use the system.

  1. Click ADMINISTRATOR in the top-right corner
  2. Select SETTINGS
  3. Click Manager Users
  4. Click Create New User or Add User

Administrator settings menu

Manager Users option

Step 3: Assign User Roles and Permissions

User roles determine what actions each user can perform in the system.

  1. Enter the new username for the user
  2. On the right side, locate the User Role(s) box
  3. IMPORTANT: Select SuperUser AND set the user as a LICENSED USER
  4. Click Save

User role assignment screen

Step 4: Understanding User Roles

Each role provides different capabilities. Choose based on what each user needs to do.

📋 Available User Roles

  • Administrator - System administrator. Do NOT assign this to preparers or regular users, as they may lose access to preparer features
  • SuperUser - Can create returns, create and send e-files. Most preparers should have this role
  • ReturnPreparer - Can only create returns. Cannot send e-files
  • Interviewer - Can only use interview mode. Limited to data entry
  • CheckPrinter - Can print checks. Add this role if the user needs check printing capabilities
  • LicensedUser - REQUIRED for all users who will log in. Without this, users will get an "unauthorized user" error

Step 5: Understanding Default Passwords

When you create a new user, the default password matches the username exactly, including case sensitivity.

  1. When a new user logs in for the first time, the password equals the username
  2. Note: Passwords are case-sensitive

💡 Password Examples

  • If username is "jimmy", password is "jimmy"
  • If username is "JoSh", password is "JoSh" (with capital J and capital S)
  • If username is "RickSmith", password is "RickSmith"

Users should change their password after first login for security.

Step 6: Create Tax Form Templates

Templates define which tax forms appear when creating a new return.

  1. Go to ADMINISTRATOR → SETTINGS
  2. Click Return Templates
  3. Click Create New Template

Administrator settings menu - return templates path

Create new return template

Step 7: Configure Template Settings

Name your template and set it as the default for your office.

  1. For Name, enter "Default" (or your preferred name)
  2. For Description, enter "Default"
  3. IMPORTANT: Check the box for Set as default
  4. Click Save

Step 8: Edit Template and Add Forms

Add the tax forms that your office typically uses.

  1. After saving, you will see your template listed
  2. Click the Edit Icon next to your template
  3. You will see a default tax return form

Edit template button

Step 9: Add Standard Forms

Include the forms your office uses regularly.

  1. Click the (+) Add Form button on the left side
  2. Add these standard forms:
    • Main Info
    • 8879 (IRS Form 8879)
    • Price (for setting fees)
  3. After adding each form, configure it as needed

Add form to template

💡 Pricing Form Tips

For the Price sheet:

  • You don't need to itemize every single line item
  • You can set a flat rate (e.g., $500 for all 1040 returns)
  • This won't cause diagnostic or e-file errors
  • You can override prices on individual returns if needed

Step 10: Assign Template to Users

Assign your template to the users who will use it.

  1. After finishing your template setup, click [Assign]
  2. Select all users who should use this template
  3. Click Save
  4. Now when these users create returns, they will see your configured forms

Step 11: Preparer Account Setup (Per User)

Each preparer should configure their own PTIN and other personal information.

  1. Each user should log in with their own username
  2. Click Settings in the top right corner
  3. Select General Settings
  4. Enter their PTIN number (Tax professional identification number)
  5. Update other professional information as needed

Individual preparer settings

📞 Still Need Help?

If you are having trouble setting up your Web Version account, contact our support team:

Phone: 1-800-516-9442

Or submit a support ticket



Tags: web,setup,getting-started
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