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S
SBSNA
July 7, 2022
Question

I have an employee who will be doing payroll. I want to limit her access so that is all she can do. How do I set that up?

  • July 7, 2022
  • 1 reply
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Original commenter did not share additional details

1 reply

M
Maybelle_S
July 7, 2022

I can help you set up limited access to your employee, @SBSNA.

 

In QuickBooks Online (QBO), we can give your employees several levels of access. Restricting your user's access depends on the specific role and task they have to perform. You can limit your employee's access to Standard with Customer view.

 

First, let's invite your employee:

  1. Go to the Gear icon.
  2. Under Your Company, select Manage users.
  3. Click the Add user button.
  4. Select the appropriate user type you want to create (more options will appear on the screen depending on the user type you've selected).
  5. Enter the Fist name, Last name, and Email of your employee.
  6. Hit Save.

 

Your employee will get an email from quickbooks-email@intuit.com once it's finished. He needs to click the Let's go! link to move to the sign-in page, then enter his information and create a new account.

 

You can also check this article that will help you manage who can access your books in QBO: Add and manage users.

 

Lastly, you can read this link to learn more about users and restrictions in QuickBooks: User roles and access rights in QuickBooks Online.

 

Please let me know if you have follow-up questions about users' access to QuickBooks. Thanks for dropping by the Community.

S
SBSNAAuthor
July 11, 2022

No, you missed the point.

If a company such as mine has a specific person that takes care of entering company payroll, I want them to have access to the payroll entry screen in order to enter employee hours, salaries, commissions for payroll.... and nothing else!

R
rvrfrf
July 11, 2022

Thanks for following up with the Community, SBSNA.

 

If you're subscribed to our Advanced plan, you can create custom user roles.

 

Here's how:

  1. Use your Gear (⚙️) icon, then go to Manage users.
  2. Access the Roles tab, then click Add role.
  3. Choose what it has access to and hit Next. To grant access for payroll, you'll want to assign it your Workers role. This enables users with the role to add employees and run payroll, change payroll schedules, view payroll-related reports and paycheck lists, fill out timesheets, view/edit payroll settings, and pay contractors. It also gives them access to expenses and lists.
  4. Enter a name and description.
  5. If you'd like to preview your books from the view of your new user role, press Preview role. Click OK when you're done reviewing. Test it by moving around QuickBooks and seeing what you're able to access. Any changes made to data while in preview mode are saved permanently.
  6. When you're ready to save the role, go to your preview banner and hit its Close (ⓧ) icon.
  7. Select Save.

 

After you've created the custom role, it can be assigned to new users or existing ones.

 

In the event you're not subscribed to our Advanced plan and would like to upgrade, you can do so anytime.

 

Please don't hesitate to send a reply if there's any additional questions. Have a wonderful day!

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