How to add a user account on macOS

To add a new user to your Mac, open System Settings, go to General, then select Users & Groups (or just Users on newer macOS versions). Click the lock icon in the bottom left, enter your admin password, then click the plus sign to create a new account. You will choose an account type, set a name and password, and decide whether to use iCloud sign-in or a local password. The new user can then log in from the login screen.

The whole process takes about five minutes. What matters most is deciding what type of account to create — that choice determines what the person can do on your Mac and what they can change.

Key Takeaways

  • Admin accounts can install software, change system settings, and create or delete other users; standard accounts cannot.
  • You must be logged in as an admin and know your admin password to add a new user.
  • A new user can sign in with their Apple ID or with a local password you create for them.
  • Parental Controls let you restrict what a standard account can access, including app usage and screen time.

Admin accounts versus standard accounts

An admin account has full control over the Mac. Someone with an admin account can install and delete software, change system settings, create or remove other users, and access files from any account on the machine. If you are the only person using your Mac, your account is probably admin. If you are adding someone else, you need to decide whether they should have that level of control.

A standard account can use installed software and access their own files, but cannot install new programs, change system settings, or create other users. When a standard user tries to do something that requires admin permission — like installing an app or changing the network — the Mac asks for an admin password. This is the safer choice for children, guests, or anyone who should not be able to change how the Mac works.

You can change an account type later, but only from an admin account. If you are unsure, start with standard and upgrade to admin only if the person needs it.

Using Apple ID versus a local password

When you create a new account, macOS offers two ways to sign in: with an Apple ID or with a local password. An Apple ID sign-in means the person logs in with their existing Apple ID and password — the same one they use for iCloud, the App Store, or other Apple services. This is convenient because they do not need to remember a separate password for your Mac.

A local password is a password you create just for that Mac account. The person signs in with a username and password that exist only on your computer. This is useful if the person does not have an Apple ID, or if you want to keep their Mac account separate from their Apple services.

If you choose Apple ID sign-in, the person will be asked to set up two-factor authentication if they have not already. If you choose a local password, you type it in during setup, and the person can change it later from System Settings.

Step-by-step: Creating a new account

Open System Settings (the gear icon in the Dock or in Applications). On the left sidebar, select General. Then look for Users & Groups (on older macOS) or Users (on Sonoma and newer). Click the lock icon in the bottom left corner and enter your admin password when prompted.

Click the plus sign to create a new account. A dialog will appear asking for the account type — choose Admin or Standard. Enter the person's full name in the "Full Name" field. The Mac will auto-fill a "Account Name" (a short username with no spaces), but you can change it if you want.

Next, choose how they will sign in. If you select "iCloud account", they will enter their Apple ID. If you select "Local account", you create a password right there — type it twice to confirm. You can also check "Allow user to reset password using Apple ID" if you want them to be able to recover a forgotten password through their Apple account.

Click Create. The new account is now ready. The person can log in from the login screen by clicking their name and entering their password (or signing in with their Apple ID).

Setting up Parental Controls for a standard account

If you created a standard account for a child or someone you want to supervise, you can use Parental Controls to limit what they can do. Open System Settings, go to General, then Users & Groups. Select the account you want to restrict and click "Enable Parental Controls".

Parental Controls let you restrict which apps they can open, set screen time limits, control what websites they can visit, and limit purchases in the App Store. You can also prevent them from changing their password or accessing certain system features. These controls are managed from your admin account, so the person cannot turn them off.

Note that Parental Controls work best on a Mac that the child uses regularly. If they have access to other devices, you may want to set up restrictions there too.

What happens when a new user logs in for the first time

When the new user logs in, macOS will ask them to set up their account. If they signed in with an Apple ID, they will be asked whether to use iCloud for storage, whether to enable Find My Mac, and whether to set up two-factor authentication. If they signed in with a local password, they will see a simpler setup screen.

The first login takes longer than usual because the Mac is creating their home folder and default settings. After that, login is fast. Their files, desktop, and preferences are separate from every other account on the Mac — if you have three users, each one sees their own desktop and their own Documents folder.

Removing or changing a user account later

If you need to delete an account, go back to System Settings, Users & Groups, click the lock and enter your password, select the account, and click the minus sign. The Mac will ask what to do with that person's files — you can keep them in a folder, delete them, or leave them alone.

To change an account from standard to admin (or vice versa), select the account and check or uncheck the "Allow user to administer this computer" box. You must be logged in as an admin to make this change.

Frequently Asked Questions

What if I forget the admin password?

If you are the only admin on the Mac, you can reset your password using your Apple ID (if your account is linked to one) or by using another admin account. If neither option is available, you will need to use macOS Recovery to reset the password. This requires restarting your Mac and holding Command-R during startup.

Can a standard user change their own password?

Yes. A standard user can open System Settings, go to General, then Users & Groups, click the lock and enter their current password, and change it. They cannot change anyone else's password or create new accounts.

Will a new user see my files?

No. Each user account has its own home folder, desktop, and Documents. A standard user cannot see another user's files unless the other user has shared a folder or given permission. An admin can access any file on the Mac.

Can I set up a guest account?

Yes. Some macOS versions include a Guest User option in the Users & Groups settings. A guest account is temporary — files created during a guest session are deleted when the guest logs out. This is useful for visitors who need to use your Mac briefly.

What if someone forgets their login password?

If they set up their account with an Apple ID, they can click "Forgot password?" on the login screen and reset it using their Apple ID. If they set up a local account, an admin will need to reset the password from System Settings, Users & Groups.