Published: November 2024
The Australian government replaced traditional myGov login methods for business services with myGovID and Relationship Authorisation Manager (RAM) in recent years. If you own a business, employ staff, or manage business tax obligations, you need to understand this two-part system to access ATO online services, authorise your accountant or bookkeeper, and manage employee permissions.
Over 4.2 million Australians have created myGovID digital identities as of 2024, with approximately 1.8 million businesses linked through RAM. Despite widespread adoption, many business owners still struggle with the setup process, particularly linking their ABN in RAM and managing authorisations for employees and advisors.
This article provides step-by-step instructions for setting up myGovID, linking your business in RAM, and authorising team members to act on your business behalf.
The system involves two separate components that work together.
- myGovID: A digital identity app proving who you are. This replaces username and password login for government services. myGovID confirms your personal identity using documents like driver's license, passport, or Medicare card. You create one myGovID for yourself as an individual, regardless of how many businesses you own or roles you hold.
- Relationship Authorisation Manager (RAM): A service managing what you can do for businesses. RAM links your personal myGovID to the businesses you own or work for, then controls which government services you can access for each business. RAM manages business permissions separately from your personal identity.
Think of it this way: myGovID answers "Who are you?" RAM answers "What businesses can you act for, and what can you do for those businesses?"
Example: Sarah owns a café in Brisbane and works part-time as an accountant for a professional services firm. She has one myGovID (her personal digital identity). In RAM, she is linked to two businesses: her café ABN where she has full access as the business owner, and her employer's ABN where she has limited access to prepare BAS as an authorised representative.
The Australian government introduced myGovID and RAM to improve security over traditional username and password systems, prevent unauthorised access to business tax information, provide clearer audit trails of who accessed what information, and allow businesses to better manage which employees and advisors can act on their behalf.
For business owners, RAM particularly improves how you authorise accountants, bookkeepers, and employees to access ATO services on your behalf, replacing the previous paper-based authorisation forms.
myGovID only works through the smartphone app. There is no desktop or web browser version. You need a compatible smartphone (iPhone or Android) to create your digital identity.
Download the app:
For iPhone: Open the App Store and search for "myGovID"
For Android: Open Google Play Store and search for "myGovID"
Download the official app published by "Australian Taxation Office"
The app is free. Be careful to download the official ATO version, not imitation apps.
Device requirements: Your phone must be running relatively recent operating system versions (iOS 13 or later for iPhone, Android 8 or later for Android devices). Older phones may not support the app.
Open the myGovID app and follow the initial setup prompts.
Information you need:
Enter this information carefully. Your name must match your identity documents exactly, including middle names. Inconsistencies will prevent you from verifying your identity later.
Create a secure PIN: The app requires a 4-digit PIN or biometric authentication (fingerprint or face recognition) to access myGovID. This protects your digital identity if someone else accesses your phone.
After entering your basic details and verifying your email address, you have a Basic identity strength myGovID. This allows access to some government services but not most business services. You need Standard identity strength for business purposes.
Standard identity strength requires verifying your identity using Australian identity documents. The app scans and verifies these documents electronically.
Documents accepted (you need two different types):
Name matching requirement: The name on all documents must match. If you have changed your name through marriage or other legal name change, you may need additional documents like a marriage certificate or change of name certificate (available in Tasmania, South Australia, Northern Territory, and Australian Capital Territory).
Verification process:
Select "Strengthen your identity" in the myGovID app
Choose your first identity document type
The app uses your phone camera to scan the document (follow the on-screen instructions for positioning and lighting)
Enter any additional details requested
Repeat the process for your second document type
The app verifies documents electronically against government databases
Most verifications complete within minutes. Some may take longer if the app cannot immediately verify details, requiring manual review (up to 24 hours).
Example: James in Perth upgrades to Standard identity by scanning his driver's license and passport. The app confirms his identity within 2 minutes. His myGovID now shows "Standard" identity strength, allowing him to access all government online services including business tax services.
If verification fails: Ensure document photos are clear and well-lit, all document details are current and not expired, your name matches exactly across all documents, and you enter any requested details correctly. If problems persist, contact the myGovID helpline for support.
Once you have Standard identity strength myGovID, you can link your business in Relationship Authorisation Manager. This is a separate step from creating your myGovID.
Only specific people can initially link a business in RAM. The ATO calls these people "principal authorities." You must be one of the following:
For sole traders: The sole trader themselves
For partnerships: Any partner listed as an associate on the ABN
For companies: Any director listed with ASIC
For trusts: Any individual trustee, or for corporate trustees, any director of the corporate trustee company
If no individuals are listed in the ABR: The primary person such as director of a corporate trustee, authorised contact for a government agency, or authorised contact for a charity
If you do not meet these criteria, you cannot link the business yourself. The principal authority must link the business first, then authorise you.
Access RAM by going to ram.gov.au or searching "Relationship Authorisation Manager" in your web browser.
Click "Login" and select myGovID as your login method. The system redirects to the myGovID app on your phone for authentication.
Approve the login in your myGovID app using your PIN or biometric authentication.
Select "Link my business" from the RAM dashboard. The system redirects you to the ATO to find your business or businesses.
Enter your postal or residential address exactly as held by the ATO in their records. This is a security check to confirm you are associated with the business. Use the address the ATO has on file, which might be your home address for sole traders or the registered office address for companies.
Click Continue. The ATO searches for businesses associated with your identity where you are listed as a principal authority.
Select the business you want to link from the list displayed. If you are associated with multiple businesses, you can select multiple to link all at once.
Verify via email: Enter an email address where you can receive an authorisation code. This can be different from the email used for your myGovID (for example, your work email for business authorisation). The ATO sends a code immediately.
Enter the verification code from the email and click Verify and Continue.
Review the summary showing the business details, and confirm you understand you are accepting responsibility as the principal authority for this business. Click the checkbox to accept and click Submit.
Confirmation: A message confirms your business is successfully linked. Click Continue to access your RAM dashboard where the business now appears.
Real example: Emma owns a Sydney marketing agency operating through a company. She logs into RAM with her myGovID, selects "Link my business," enters her company's registered office address, and sees her company's ABN appear. She verifies with an email code sent to her business email, confirms the details, and her company is now linked. She can now manage authorisations for her bookkeeper and employees.
No businesses appear in the list: Confirm you are listed as a principal authority (director, trustee, partner, or sole trader) in the Australian Business Register. Check that the address you entered exactly matches ATO records. For trusts especially, the ATO may not automatically detect your association and you need to call 1300 287 539 to establish your link.
Trusts not appearing: This is a very common issue. The ATO often requires manual verification for trusts. If your trust does not appear after entering the correct address, call the ATO on 1300 287 539, select option 3 for RAM enquiries, and explain you need to establish or verify your association with the trust. Have your trust ABN and trust deed available. The ATO will verify your authority and manually link the trust, usually within a few days.
Address not matching: Ensure you use the exact address format the ATO has on file. Check your last ATO correspondence or Notice of Assessment for the address format. Try without unit numbers if you initially included them, or vice versa.
Once your business is linked, you can create authorisations for employees, contractors, bookkeepers, accountants, and other representatives to access government online services on your business behalf.
Authorisation administrator: Can create and manage authorisations for other people. This role suits office managers or senior employees who manage your business administration. Authorisation administrators can add, remove, or modify other users' permissions.
Authorised user: Can access government services on your business behalf but cannot manage other users' authorisations. This suits employees or advisors who need to perform specific tasks like BAS lodgement but should not control who else has access.
Machine credential administrator (MCA): Can create and manage machine credentials allowing business software to interact with government services automatically. This advanced role suits IT administrators or software providers. Note that Basic myGovID users cannot be MCAs; Standard identity strength is required.
Basic user: Can work on behalf of a business but has only Basic identity strength myGovID. Basic users have limited access to certain services and must be reauthorised every 12 months. This is uncommon and only available for specific government services. Most business users should have Standard identity strength.
Before authorising someone, confirm with them:
Log into RAM at ram.gov.au using your myGovID.
Select "Manage authorisations" from your dashboard.
Select the business you want to add an authorisation to (if you manage multiple businesses).
Click "Add new user" to start the authorisation process.
Complete the following sections:
Representative type: Select "Standard user" if they have Standard identity strength myGovID, or "Basic user" if they only have Basic identity strength. Most business users should be Standard.
Representative details: Enter their full legal name exactly as it appears in their myGovID, their email address for communication, and optionally their phone number.
Authorisation details:
Select Yes or No if they should be an authorisation administrator (can they manage other users' permissions?)
Select Yes or No if they should be a Machine Credential Administrator (usually No unless they manage software integrations)
Enter a start date (can be today or a future date, but cannot be backdated)
Enter an end date for the authorisation, or select "no end date" for ongoing authorisation. Basic users must have an end date no longer than 12 months from the start date.
Agency access: Select the level of access to government services:
Full access: Access to all available government online services for this business
Custom access: Choose specific services or limited permissions within services
None: No access (rarely used unless setting up the user for future activation)
Note: If you select "Basic user," only agencies accepting Basic identity strength will appear as options.
Review the summary showing all details entered, read the declaration confirming the person is authorised to act on your business behalf, and click to accept the declaration.
Submit the authorisation. The person receives an email notification that they have been authorised.
Customise access (if selected Custom): If you selected custom access, you are redirected to the ATO's Access Manager to set specific permissions. For example, you might allow BAS lodgement but not access to payment plans or account details.
For Basic users accessing ATO services: Basic users receive an additional email with proof of identity requirements they must complete before you can set their ATO permissions.
Real example: A Melbourne wholesaler authorises their bookkeeper to lodge BAS. They log into RAM, click "Add new user," enter the bookkeeper's name and email exactly as registered in the bookkeeper's myGovID, set authorisation to start immediately with no end date, make them an Authorised user (not an administrator), and grant Custom access limited to BAS preparation and lodgement only. The bookkeeper receives an email confirmation and can now access the client's BAS portal through ATO online services.
Principal authorities and authorisation administrators can view and manage all existing authorisations for their business.
View current authorisations: Log into RAM, select "Manage authorisations," and select your business. All current authorisations appear showing the person's name, email, role (administrator or user), and access level.
Modify authorisations: Click on a specific authorisation to change their access level, extend or change end dates, add or remove administrator rights, or modify specific agency permissions.
Remove authorisations: When an employee leaves, a contractor completes their work, or you change service providers, remove their authorisation immediately. Click the authorisation, select "Remove authorisation," confirm the removal. The person receives an email notification their access has been revoked.
Example: A Brisbane café manager who had full ATO access leaves employment in June 2025. The owner logs into RAM immediately upon the manager's departure and removes their authorisation. This prevents the former employee from accessing business tax information or making changes to ATO accounts.
Most Australian businesses need to authorise their tax agent, accountant, or bookkeeper to access ATO services for BAS lodgement, tax return preparation, or general tax management.
Registered tax agents: Tax agents registered with the Tax Practitioners Board have specific authority under tax law to prepare and lodge tax returns on your behalf. They typically use their own tax agent portal access rather than RAM authorisations, though RAM can provide additional access to specific services.
Bookkeepers and BAS agents: Bookkeepers registered as BAS agents can lodge BAS on your behalf. They require RAM authorisation to access your BAS portal and lodge activity statements.
Unregistered bookkeepers: Bookkeepers without BAS agent registration can prepare your BAS but cannot lodge it. They require RAM authorisation to view your ATO information and prepare activity statements, but you must review and lodge yourself or engage a registered agent for lodgement.
Discuss with your accountant or bookkeeper specifically what access they need. Common access levels include:
Full access: Allows the representative to perform all functions you could perform, including viewing all ATO correspondence, lodging all activity statements and tax returns, managing payment arrangements, and updating business details.
BAS lodgement only: Limits access to preparing and lodging BAS, viewing BAS history, and related GST functions without broader account access.
View only: Allows viewing of business tax information without making changes or lodgements. This suits advisors who need to review your position without transactional authority.
Most accountants request full access to efficiently manage your tax affairs. This is generally appropriate for trusted, professional advisors. For new relationships or contractors with specific limited roles, consider custom access.
App not accepting documents: Ensure photos are clear, well-lit, and capture the entire document, documents are current and not expired, and your name matches exactly across all documents. Try different lighting conditions or camera angles if scans fail.
Cannot strengthen identity: If you have changed your name, provide marriage certificate or official change of name certificate. For unusual situations, contact myGovID support through the app help function.
Forgot PIN: The app provides PIN reset options using biometric authentication or email verification. Follow the in-app prompts to reset your PIN.
Business does not appear when linking: Confirm you are listed as a principal authority in the ABR, verify the address exactly matches ATO records, and for trusts especially, call ATO on 1300 287 539 option 3 for manual verification.
Email verification code not arriving: Check spam folders, confirm the email address is correct with no typos, try a different email address if possible, and ensure your email system is not blocking government emails.
Authorisation not working for team member: Confirm they have created their myGovID with correct identity strength, their name in myGovID exactly matches what you entered, they are attempting to access services included in their authorisation, and check the authorisation start date has arrived.
Representative cannot access services: Verify the authorisation is current and includes the specific service, confirm they are logging in with the correct myGovID, check they have selected the correct business if associated with multiple, and ensure any Basic user proof of identity requirements are completed.
Need to change authorised person's details: You cannot edit existing authorisations directly. Remove the old authorisation and create a new one with corrected details.
Protect your myGovID PIN: Never share your myGovID PIN or biometric access. This is your personal identity and should be protected like your passport.
Review authorisations regularly: Quarterly review of who has access to your business ensures former employees or contractors do not retain access unnecessarily.
Use specific permissions: Grant the minimum access required for each representative to perform their role. Unnecessary full access creates security risk.
Monitor ATO correspondence: Regularly check your ATO mail in online services for notifications of changes, authorisations, or lodgements. This helps detect any unauthorised activity.
Remove access immediately on termination: When employment or contractor relationships end, remove RAM authorisations the same day to prevent unauthorised access.
What is the difference between myGovID and myGov?
myGovID is a digital identity proving who you are, used to log into government services. myGov is a platform linking various government services like Centrelink, Medicare, and ATO for individuals. For business purposes, you use myGovID to log into RAM and business ATO services, not myGov. myGov is primarily for personal government services.
Do I need separate myGovIDs for different businesses?
No. You create one myGovID for yourself as an individual. You then use RAM to link all your businesses to that one myGovID. One personal digital identity connects to multiple business relationships through RAM.
Can I use myGovID on a computer instead of a smartphone?
No. myGovID only works through the smartphone app. You cannot create or use myGovID on a desktop computer or laptop. However, you log into RAM and other government services on a computer; the myGovID app on your phone is just used for the authentication step.
What happens if I lose my phone with myGovID installed?
Install the myGovID app on your new phone and use the account recovery process. You will need access to your registered email address to verify your identity and restore your myGovID. This is why using a reliable email address is critical. Consider writing down your myGovID recovery code (provided in the app) and storing it securely.
How long does it take to set up myGovID and link my business?
Creating Basic myGovID takes approximately 5 minutes. Strengthening to Standard identity adds another 5 to 10 minutes if documents verify immediately. Linking your business in RAM takes 5 to 10 minutes. Total time from start to finish is typically 20 to 30 minutes for straightforward situations. Trusts or complex ownership structures may take longer, especially if manual ATO verification is required.
Can I authorise someone who does not have myGovID yet?
No. The person must create their myGovID before you can authorise them in RAM. They need at least Basic identity strength, though Standard is required for most business services and all administrator roles. Have them set up their myGovID first, then proceed with creating their authorisation.
Do authorisations expire automatically?
Only if you set an end date when creating the authorisation. Authorisations with "no end date" continue indefinitely until you manually remove them. Basic user authorisations must have end dates no longer than 12 months and require reauthorisation. Review and remove authorisations regularly to maintain security.
What if my accountant already has access through their tax agent portal?
Registered tax agents typically access your business information through their practice management software and tax agent portal using older authorisation methods. RAM provides additional access to specific services. Discuss with your tax agent whether they need RAM authorisation in addition to their existing access, or if their current access is sufficient for their needs.
Can I manage employee PAYG withholding through RAM?
RAM authorisations allow access to report PAYG withholding through BAS. However, detailed employee tax file declaration management and Single Touch Payroll reporting typically occurs through payroll software rather than direct ATO access. Ensure your payroll manager has appropriate RAM authorisation for BAS lodgement including PAYG withholding reporting.
How do I remove all authorisations if selling my business?
Before transferring business ownership, log into RAM and remove all existing authorisations. This ensures former employees, contractors, and advisors cannot access the business's ATO information after sale. The new owner will then link the business using their myGovID and create fresh authorisations as needed.
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