Managing users in payroll (Keypay) is a little different from QuickBooks Online. Adding a user in the Manage Users section of payroll will allow the user to access payroll externally by logging in to keypay.com.au. If the email address you are adding is already a payroll user on another payroll file, the 'Name' field will prefill with whatever name has been set up for this user. However, you may have users that share the same email address. As an example:
Robin works on payroll for two different QBO files. On File 1, she added colleague Sammy with the email reception@gmail.com to payroll. Robin's colleague Ella also uses reception@gmail.com, but when Robin adds this to File 2's payroll, Sammy's name comes up instead and a message advises 'A user with this email address already exists'.
As reception@gmail.com is already an existing Keypay user set up under Sammy's name, this is detected when adding them in as a user on another file. It is not recommended that multiple people share the same email/username and if you have another email address it is suggested you add this instead. If you do need to use the same email, you would need to add them as a user under the 'old' name - Sammy, in this scenario. Then, when Ella logs in to keypay.com.au using reception@gmail.com, she can access the My Account section and rename the user:
- After logging in to keypay.com.au, select Sammy's name in the top right hand corner, then click My Account.
- Edit the name and Save; now the user will display as Ella instead of Sammy.
-Kass
