How do I restrict some users form access to employee information?

Hi there, 

Welcome back to the Community. Don't worry, I'll be happy to share more info about user types in QBO. 

The Standard user type can permit limit access but can't view your bank accounts. Please check out this article for details: Learn about user types in QuickBooks Online.

Depending on what other information you'd like to see, I recommend looking into setting up the user as a Limited User. Once you've reviewed the article above, feel free to reach out if you have further questions. I'll be on standby. 

That article is helpful.  Do  I have to pay more to add limited users?  Can a limited user see Employee info?  I don't see that listed in the "can do" or the "can't do" lists.

Hi Drew. I see what you're saying. The Limited User has no access to employee information. You can also add a user with ALL access but Payroll access. I'll attach an image below for reference:

Feel free to ask questions. 

Is the feature of restricting payroll access only available in the basic payroll package or only in advanced? The selection list in basis does not appear to show this option.

Great question! When setting up a new user with an account using Standard Payroll, you'll still have the option to give them access to everything except Payroll info. This would be considered an All Access user. If you'd like the user to have access to everything including Payroll, you'll set them up as an All Access - Payroll Access user. This is all outlined in the article provided above under the different user types. 

But this option is not showing.

See here:

Thanks for joining in on this thread @SSchl. You've indicated that there should be an attachment or screenshot included in your post but it hasn't come through, so I'm unable to see what option you're referring to. Adding a new user with specific user privileges is a straightforward process in QuickBooks Online. I'll go over some troubleshooting steps you can take to see if you can view the options you're expecting to see.

Occasionally the images and files that are stored in your internet browser's cache can cause issues with websites that you visit frequently. Buttons can go missing, options can disappear, etc. Please run through the troubleshooting steps below to rule out these types of problems:

• Clear your browser cache if you're using a browser

• Clear the app cache if you're using the QuickBooks Online app for Windows or Mac

• Try a browser if you're using the app

• Try a private browser window

• Try another browser type

• Make sure you're using a supported browser and system

• Reset your Internet or try on another computer or device

If you're still experiencing difficulties seeing the different options for user access, it could be as a result of the QuickBooks Online Plan that you have. If you're using EasyStart you'll be limited to adding 1 billable user and 2 accounting firms, so you'll be unable to add additional standard users with customized accesses. If this is important to you, I recommend checking out our Plans & Pricing to learn more about your options. Upgrading your QuickBooks Online subscription to Essentials or Plus will give you loads of new exciting features to explore. Maybe one of these plans will be the perfect fit for your company! 

With more information on what user option you're looking for I'll be able to provide you with further assistance. Please take some time to check out our article on User types and user permissions in QuickBooks Online, and reply to this post with additional details. The article goes over the steps for adding and managing users, as well as details on user types. When I know more about what you're looking for and what type of subscription you have, I'll be able to help you get to the bottom of this. 

Drop me a line when you have the chance. I'm here to help and want to make sure you're able to make the most of your QuickBooks Online subscription!

The article on User types and user permissions in QuickBooks Online was very helpful in pointing me in the general direction I need to sort out access but has a number of issues in the "Standard user role access rights" list that should probably be fixed and some items that could benefit from some expansion and clarification:

1. Under Standard user role access rights, there is duplicated content for almost every role, so it gets a bit confusing.
2. There are also some contradictory answers i.e.: “All Access” says that level both can and cannot "Add, edit, and delete employees."
3. It would be really beneficial if the various “can” and “cant’s” had either links to terminology definitions, examples or even some simple screenshots... for instance I am not completely sure what "See total income and expense amounts on Home, Supplier, and Customer pages" really means.
4. I am not really sure as it’s hard to test but it feels like there are either many omissions under what the various standard user roles "can" and "can't do" ( I am more focused on "can't") or it should be noted that this is only a partial list of what the roles can and cannot do... for example there are a bunch of things listed as “can” on all access that I am pretty sure “cant” be done by any of the limited accounts but not listed under “They can't:”... most surprising is that "Pay bills" does not seem to be listed under "All Access" either as a can or can't and that's the item I was looking for to begin with.
5. There are also slightly different variations on tasks that it’s not clear are material or simply need some editing such as:
   • Set up new or change existing tax rates, tax method, or agency settings.
   • Set up new tax agencies or change tax settings or change existing tax rates, tax method, or agency settings.
   • Set up new, or change existing, tax agencies in Settings.

   Or this:

   • See total income and expense amounts on Home, Supplier, and Customer pages
   • See total income and expenses on Home, Supplier, and Customer pages

   And this:

   • Pay bills, write and print checks, and view check reports.
   • Pay bills, write checks, and view check detail reports.
   • Pay bills, write cheques, and view cheque detail reports.

   Along with these:

   • Use and adjust sales tax in purchase, credit card, and banking transactions (i.e., manually overriding calculated sales tax amounts)
   • Use and adjust sales tax in sales transactions and general journal entries (i.e., manually overriding calculated tax amounts)
   • Use and adjust tax in sales transactions and general journal entries (i.e., manually overriding calculated tax amounts)
   • Use/adjust sales tax on purchase, card, and banking transactions, including overriding calculated sales tax amounts)

I do see that is says it’s only a “summary but it feels like its comprehensive except that it’s not so I still I think it could really benefit from either improvements or a clear disclaimer as the text is being cut and pasted into other discussions in a way that makes it feel definitive.

So again, I found this useful and am very appreciative for it helping point me in the general direction of what I needed but I think a table might be a better way to lay it out and avoid some of the issues I noted above… I started it but a big disclaimer here is that:
This table might be wrong since the info I started with had some issues.

I would love some help filling in the blanks on this table and would be more than happy to share the spreadsheet I made.  Thanks again for the info.

Hi richcherry, 

Thank you for your detailed input into the standard user role access list. QuickBooks Online strives to offer the best possible product for our customers and we always appreciate hearing what people are looking to see added or updated. I can see how these changes to the user access interface would be of benefit and provide further clarity for others. 

When you have a chance, I recommend reaching out to our product development team to share this valuable input. Feedback can be sent to them from directly within your QuickBooks Online company, and they take the comments received from customers like you into consideration when they're preparing future updates and features. Here's how you can submit your feedback to them in QuickBooks Online: 

• Select the Gear icon at the top, then Feedback.
• Enter your comments or product suggestions then select Next.
• You'll be provided a list of suggested Help articles related to your comment. You can select Skip and send message.
• From the drop-down, choose the appropriate category, then select Send message.

You feedback will then be shared with our team. Have a great evening! 

Currently subscribed to QuickBooks Online Plus + Payroll. I need to restrict a Standard User from accessing Payroll functions and Payroll Reporting. Currently, if I give the user "All Access" except Payroll (the check box beside payroll is blank) they can't access Payroll functions but they can run reports that contain confidential payroll information. Alternatively, if I limit their access to just Customers and Suppliers, their access is too restrictive; they can't record journal entries, view the chart of accounts, reconcile etc. Please let me know how I can restrict user access from viewing payroll reports while still having access to all other accounting functions. 

Hi kpotter1. Thanks for chiming in on this thread. It's important to note that the user role you've described above isn't available in the program. I can see the benefit of having this type of user and I encourage you to send feedback about this to our engineers. You can do this by clicking on the Gear icon and looking for Feedback. In the meantime, feel free to check out this article here as it provides more info about: User roles and access rights in QuickBooks Online. Let me know if this info helps. I'll be one message away.