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Bill McKinney
July 9, 2021
Question

How to create a user role that allows read/view only access to all data and options (e.g., chart of accounts)?

  • July 9, 2021
  • 2 replies
  • 0 views

Predefined roles offer narrow scope with read/write permissions... I'm looking to create a role that has broad scope with read only permissions.  Reports Only Role doesn't give access to many of the options my board would like to have access to... to view data.

 

This has been complicated by the fact that current basic standard reports are unavailable in QBO Advanced:  Balance Sheet, P&L Summary, P&L Detail.  Anyone know how to create these as custom reports while I wait on QB Support to fix their issue?

 

Thanks

 

Bill McKinney

2 replies

L
LollyNino_C
July 9, 2021

You've come to the right place, @Bill McKinney. 

 

Yes, the View Only feature is currently unavailable in QBO. You can consider using the Standard user since employees are allowed to access specific areas in your QuickBooks (Customers & Sales and Suppliers & Purchases).

 

Here's how to set up the user permission:

  1. Tap the Gear icon at the top and choose to Manage Users under Your Company.
  2. On the Manage Users page, go to the Users section to select the Add user button. 
  3. Tick the radio button for Standard user under the Select user type section and then hit Next.
  4. Mark the radio button for Limited and pick which area in the company you want the employee to have access to.
  5. standard user2.pngPress Next to proceed.
  6. Follow the on-screen instructions to complete the process.

Once done, the employee will receive an email. Make sure to let them and then click on the “Ready to get started? Let's go!” link to accept the invitation.

 

The following articles provide more insights about user types and their roles. Also, you'll find instructions on how to set each permission in the company.

I also invite you to visit the QuickBooks Blog to see the latest news, features, and enhancements added to the product.


Please know the Community has your back. If you need help when working in QBO, don’t hesitate to post a comment below. I’m more than happy to assist further. Have a great rest of the day.

N
nwindholz
July 13, 2021

Is there a timeline for when QBO would have the 'View Only' access option available to be set up for users?

    C
    Catherine_B
    July 13, 2021

    We don't have a specific time frame yet, nwindholz.

     

    I also personally sent feedback about the option of being able to set users to view specific parts of your company. You can also send one by following these steps: 

     

    1. Log in to your QuickBooks Online account.
    2. Click the Gear icon and click Feedback.
    3. Enter your suggestion and click Next.

    My colleague also shared a link to our QuickBooks Blog site where you can keep posted on what's new with QuickBooks. You can visit there from time to time. 

     

    Let me know if you have other questions. Have a good one!

    J
    jenniferS2
    December 31, 2023

    Let me add to the frustration of a basic critical function being left off of Quickbooks Online. Why should we all have to upgrade our accounts to the tune of $30 or more a month to add one user with read only access? Does Quickbooks intentionally do things like this to require us to upgrade our accounts. $30 may not be much for you, but as a new small business, it adds up. The lack of an update after years of complaints is poor customer service. Fail, Quickbooks!

    M
    michelle134
    April 5, 2024

    It won't even give you what you are probably actually looking for, so ave your money switch to a new software. 

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