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Workforce - can access be removed?

Hi,

 

We are looking at setting up Workforce for our employees to view paystubs, but have a couple of questions. First, if we decide we don't want to use it in the future, are we able to stop it so that employees will not get future paystubs? Also, if an employee is terminated, will they still have access to Workforce?

 

The reason we are uncertain and may decide we don't want to use it in the future is that we sometimes give bonuses that we might not want employees to get advanced notice of via the paystub email, as they are a surprise. If we can't figure out a way to work around this, we may decide to stop using Workforce, in which case we won't want employees continuing to get paystub access.

 

Any help with this would be greatly appreciated! Thank you in advance.

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Best answer 06-27-2019

Accepted Solutions
QuickBooks Team

Re: Workforce - can access be removed?

Hi there, 

 

QuickBooks Workforce is a great way to give more access to your employees so they're able to view their own pay stubs. This will save you tons of time. I'd be happy to share some more information about Workforce to help you decide if this is a good fit for you.

 

All the answers to your questions and more can be found in this article: Invite employees to view pay cheques online.

 

At this time, you're unable to stop using Workforce once you've sent employee invites. As explained in the article I've linked to this response, changing the email of your employee won't limit their access to the portal, and they'll continue to have access using the initial email they were invited with. You're unable to withhold certain pay cheques (surprise bonus cheques) when you're using Workforce. Your employees will be able to access each pay stub in the same way. Workforce is still a relatively new addition to QuickBooks Online, so we're in the process of adding even more awesome features to make it better. Stay tuned for more to come in the future of Workforce. I'd also be more than happy to share theses suggestions with my team for review. 

 

I hope this helps answer your questions. Feel free to reach back out if I've missed anything. 

 

Have a great day!

 

 

 

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9 Comments
QuickBooks Team

Re: Workforce - can access be removed?

Hi there, 

 

QuickBooks Workforce is a great way to give more access to your employees so they're able to view their own pay stubs. This will save you tons of time. I'd be happy to share some more information about Workforce to help you decide if this is a good fit for you.

 

All the answers to your questions and more can be found in this article: Invite employees to view pay cheques online.

 

At this time, you're unable to stop using Workforce once you've sent employee invites. As explained in the article I've linked to this response, changing the email of your employee won't limit their access to the portal, and they'll continue to have access using the initial email they were invited with. You're unable to withhold certain pay cheques (surprise bonus cheques) when you're using Workforce. Your employees will be able to access each pay stub in the same way. Workforce is still a relatively new addition to QuickBooks Online, so we're in the process of adding even more awesome features to make it better. Stay tuned for more to come in the future of Workforce. I'd also be more than happy to share theses suggestions with my team for review. 

 

I hope this helps answer your questions. Feel free to reach back out if I've missed anything. 

 

Have a great day!

 

 

 

View solution in original post

Not applicable

Re: Workforce - can access be removed?

Thanks for the quick reply. Just to clarify, if we decide in the future to stop using Workforce, we have to edit each employee's access information individually? What specifically would we need to change? I saw that you said email but in the article you referenced, it says this: "Once your employee accepts your invite and logs in to QuickBooks Workforce, changing their email in QuickBooks Payroll won’t affect their account or access." So I just want to be sure. Also, thank you for that article link. I had found that article previously and read it, but when I did it did not have the "learn more" section at the bottom that had some useful information.
QuickBooks Team

Re: Workforce - can access be removed?

Hello again, Kyla. 

 

My mistake! You're absolutely right that once your employee accepts your invite, changing the email in QuickBooks Online won't affect their access to Workforce. I've edited my above response to reflect that just in case others have similar questions or concerns. 

 

As I said above as well, I'll be passing this feedback over to my product development team to review for future updates. I'm really excited for where this feature is going!

 

I hope this helps clarify things for you, and helps you decide if Workforce is right for you. I'm glad you found the article I sent you helpful. Let me know if I can help in any other way. 

 

Cheers.

Not applicable

Re: Workforce - can access be removed?

Thanks for clarifying! I guess at this time we will have to wait. If you could suggest a feature to "opt out" in the future that would just shut it down for all employees (allowing the 18 month viewing window as it does for terminated employees) that would be great! I do hope something like that can be implemented in the future as it is sometimes nice to try things out, but may not necessarily be something you want to continue. Thank you for your help with this!
QuickBooks Team

Re: Workforce - can access be removed?

You're welcome! I'm happy to help. :)

Not applicable

Re: Workforce - can access be removed?

So what do we do if an employee forgets his password to quickbooks workforce and no longer has access to the original email used to sign up for it? I am stuck in a situation where quickbooks support tells the employee that I need to delete his workforce account so he can make new one but I have no way of deleting it. So what am I supposed to do so he can get access again since I can't change the email and invite him again?

QuickBooks Team

Re: Workforce - can access be removed?

Hi there, 

 

Thanks for joining the conversation about QuickBooks Workforce. 

The solution is quite simple. Have your employee submit an Email Change Request form. You can find that document here: Email Change Request Form.

 

Once filled out, the employee will be able to change their Workforce email and then reset their password. 

 

If you have any other questions, let me know. 

Not applicable

Re: Workforce - can access be removed?

I submitted the email change request for the employee. He received an email that stated it could not be approved because the name did not match on his ID. I sent in his Alabama license which has a name format of:

FIRST MIDDLE

LAST

 

It is a common problem for people viewing this license to see the "FIRST MIDDLE" as "FIRST LAST"

 

So Intuit thinks the name is wrong because the nature of the way Alabama IDs format the name. Do I need to just keep submitting this change request until an employee who pays attention views the ID? Or is there someone I can contact who can look at it again and realize it's the correct name?

 

(His middle name wasn't input on his profile in our QB file so it likely doesn't show up in his workforce account)

QuickBooks Team

Re: Workforce - can access be removed?

Thanks for reaching back out with updates. 

 

I can see how this would put a dent in the email change process. It's my understanding that there's a computer scanning through the documents, which is why there may be issues found when seeing an ID of this format. 

 

I'd encourage you to reach out to our tech support team for further assistance in regards to submitting the email change request. 

 

Here's how to contact us: 

 

Phone: 1-833-317-2226 from Monday to Friday from 9 a.m. to 8 p.m. ET or Saturday from 9 a.m. to 6 p.m. ET

Schedule a Callback: click (?)Help in the upper right > click Contact Us > explain your situation > click Let's Talk > choose Get a callback

Social Media: Facebook and Twitter from Monday to Friday between 9 a.m. and 8 p.m. ET

Chat: click (?)Help in the upper right > click Contact Us > explain your situation > click Let's Talk > choose Start a Chat

 

I'm confident our team will help get this resolved for you. 


Take care.