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Intuit
16 helpful votes

How to manage employee payroll settings

This article explains how to set up employee portal access for your employees, change an employee’s email address, reset an employee’s password, and resend an employee portal invite.

Set up employee portal access for your employees

You won't be able to give portal access if the employee does not have an email address entered. By following these steps to add the employee's email, their email address is associated with their user ID.

  1. Go to Settings ⚙.
  2. Under Your Company, select Payroll Settings.
  3. Select Manage Users.
  4. Select Online for Employee pay stub access.Manage employee payroll settings in QuickBooks Online
  5. Add your employee's email address.
  6. Note: The email address has to be unique. If an employee is associated with more than one company, each employer has to provide a unique email address so that the employee can access each account separately. At the current time the Advanced payroll employee portal is only available in English
  7. Inform your employee that they'll receive a verification email to confirm their email address and create a password for their account.
  8. Your employee can then access the employee portal, where they can turn payday reminders on or off.

Change an employee's email address

Note: An employee's email address can only be changed by a company administrator on the QuickBooks Online account, so you will need to log in as an admin to make the change. The QuickBooks support team is unable to make these changes.

Here's how to change an employee's email address:

  1. Go to Employees.
  2. Select Edit next to the employee's name.
  3. On the Profile tab, update the employee's email address and select Save.
  4. A notification email will be sent to the old email address and the old email address will be disabled.
  5. A confirmation email will be sent to the new address, and your employee will need click the link in the email to confirm the new address and reset their password. They'll also be required to validate their SIN (last 4-digits).
  6. The new email address will be connected to the user id and the old email address so that all employee changes can be tracked against the original user ID.

If your employee fails the SIN validation, they'll see a Contact your employer for support message and won't be able to access their account until this is resolved by you.

 

Reset an employee's password

Here’s how to reset an employee’s password.

  1. Go to Settings ⚙.
  2. Select Manage Users.
  3. Select Edit next to the employee's name.
  4. Delete the existing password, and enter in a new one for the employee.
  5. Let the employee know what the new password is. They can change it after logging into the pay portal.
Note: Doing a password reset will require the employee to complete SIN validation before the password can be changed. Employees can sign in using the employee portal to complete SIN validation.

Resend an employee portal invite

If your employee asks to resend the employee portal invite, you can change their email address to a fake or other address, save it, then change it back to the real address. This will re-trigger the Employee email.

Now you’re able to set up employee portal access for your employees, change an employee’s email address, reset an employee’s password, and resend an employee portal invite.

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