Employee email changed, now he can't access paystubs

Hello Claire,

Welcome to the Community. I can share information so your employee can access his paystubs using the new email address.

Resend an invitation to your employee to regain access to their payslips and P60 documents in Workforce. You'll have an option to reinvite active employees who have a new email address to update the information.

Here's how:

1. Go to Payroll, then select Employees.
2. Select the employee you need to resend the invitation to.
3. Click 'I want to reinvite (employee name)'. You can edit the employee's email address here if you need to.
4. Hit Save and invite.

In QuickBooks Time, you can only update the email for alerts and mobile (see screenshot below).

If the employee needs to update the email address linked to the account, we recommend contacting QuickBooks Time for further assistance.

Also, employees can view and print their pay stubs, view time off balances, and year-to-date pay online or in the Workforce mobile app. Here's a link you can share for additional reference about QuickBooks Workforce (the article is for the US but applicable to the UK region too): View your pay stubs, time off, and year-to-date pay in QuickBooks Workforce.

Comment below if you need more assistance updating employee information in QBO. We're always here to help. Take care always.   

Thank you for your quick response.

I do not see the prompt "I want to reinvite..." in step 3. This employee is already active in QuickBooks Workforce with the old email address. When I use the "Invite to Workforce" button, he is already listed and it does not allow me to make any changes.

It's good to have you back, @ClaireF. 

To provide you with more effective assistance, it would be greatly appreciated if you could provide us with further details regarding your concern. When utilising the Invite to Workforce option, did you encounter any error messages? If so, we'd appreciate it if you could provide us with the specific error.

Could you clarify what you meant by the QuickBooks Time Team member listing? Also, were you able to edit the employee's email address on their profile in QuickBooks Online (QBO) before inviting them to Workforce?

Additionally, if you can share any screenshots, it would greatly aid our understanding of the situation. Please provide any additional information you think might be relevant, and I'll be happy to provide you with the appropriate guidance.

This employee is already using Workforce with his old address, so when I clicked on Invite to Workforce only former employees are clickable. Our current staff show "Invite Accepted" and thus can't be chosen. See Invite image below.

My Team Member listing is the list of my current employees in QB Time. This list reflects the email change made as it relates to alerts.but when I run a report in QBTime, the old email address shows.

The most important issue is that my employee used to receive an email saying he had a new paystub, but since I changed his email, he no longer receives the email or has access to his online account to view his paystubs.

Let's work together to ensure your employee receives an email notification for their new pay stub after their email address has been updated in QuickBooks Online Payroll, @ClaireF.

Before that, have you tried to change the old email before re-inviting your employee? If not, we can reissue a workforce invitation to your employee's updated email address by canceling the existing access and resending the invitation to the new email address. 

If an employee has disruption accessing Workforce, try deleting the employee's profile before inviting them to use Workforce again.

Here are the steps to follow to invite them:

1. Go to Payroll, then select Employees.
2. Select the employee you wish to invite.
3. Select Actions.
4. Select Invite to Workforce.
5. Enter their email address if you haven't already.
6. Tick ''Invite to view their payslips online with QuickBooks Workforce''.
7. Select Save and Invite.

Once you have resent the invitation, your employee will receive a fresh invitation in their new email address. To provide you with more detailed instructions, I am including an article that offers additional guidance: Invite your employees to QuickBooks Workforce to see pay stubs, W-2s, and more.

If the problem persists, we can rerun your employee contact information list report and verify if the email has changed. Furthermore, if the list still shows your employee's old email, we recommend contacting our QuickBooks Online support team to investigate if there are ongoing issues so they can provide you with further solutions to address this matter.

You can always drop your comment here on the Community page if you have more concerns while managing your employees. Have a pleasant day.