Welcome back to the Community again, @Serena76.
QuickBooks Online Advanced Payroll uses a Workzone app which gives employees the traditional Employee Self Service functions with smooth user experience on their smartphone.
Once the app is downloaded, they can set up the account and create a 4 digit quick access PIN which they'll be using each time they open the app.
Thus, for them to access their payslip, they need to enter the PIN created to login to the app.
For more information about this process, please check out this article: WorkZone for QuickBooks Online Advanced Payroll.
Know that I'm always here to help if you need anything else. Have a good one!
I understand that some employees want to view their payslips via emails rather than installing the application and access it using a smartphone. However, the only way for QuickBooks Online Advanced Payroll to view payslips at this time is by following the steps provided by MirriamM.
I'll do take note of this information and pass along the suggestion to our product engineers. This way, they'll be able to know our customer needs and might consider the feature in the coming updates.
Also, feel free to visit our blog to stay current with the latest QuickBooks news and updates.
Post again if you have any other questions. I'll keep an eye to help. Have a good day!
Sorry just to confirm are you saying that under the new Advanced Payroll which I have just had to pay for [upgrading from PaySuite] does not password protect payslips sent by email option available?
I called the Pro advisor line before I sent them and was told categorically they would be password protected [same paswoord as Paysuite]. On sending them however they were not !
If you send payslips via email they are not password protected, the emails however are encrypted. As previously stated, employees can use the Workzone app, however we appreciate that your employees may not have a smartphone and therefore your comments have been passed to our engineers for consideration, we also encourage you to leave feedback from within the product.
The emails are not encrypted they open straight up!
Surely if they were able to be password protected in a basic payroll they should be in advanced.
I too was assured they could be but it would seem not and I am certainly not very happy with the outcome of this.
Why force people to migrate to a payroll that doesn't do half what the old one did?
Poor show Quickbooks
I too was assured the same Suzy when forced to migrate to advanced I asked this very question as was promised they would be but after being shouted at yesterday by my boss as his payslip was open for anyone to view it would seem not.
The advanced payroll is far more expensive and yet harder to use and doesn't password protect or even migrate properly
We were referring to the email messages themselves are encrypted, granted not all are encrypted however Gmail and Outlook are encrypted by default meaning they are extremley difficult to hack. You are able to password protect the payslips if your employees use the WorkZone app. We presume that your boss was able to view his payslip as it was sent to an email address accessed by other staff members rather than a personal email address. We note all our customers comments in regards to this and pass them on to our engineers for consideration.
Having had issues with migration from Paysuite to QB Advanced Payroll and subsequent transmission of payslips, I was relieved last night to have been able to publish the payslips after running payroll and get them sent out by email.
I have just found out from my client that the payslips received by email are not password protected - shocking!! Even more shocking is the fact that because some staff are furloughed, their emails are being forwarded to non-furloughed staff, and so these staff have just been able to access their colleagues' payslips !!
Oh dear QB - this is not very good for a supposed "Advanced" payroll system.
You would need to have your employees own email addresses listed in their settings so that other employees are not able to view their colleagues payslips.
If you would like the payslips to be password protected your employees are able to use the Workzone App, they will need employees portal access to use the app and have their own email dresses listed in their settings..
Hi John C
Thanks for your reply - yes the employees' email addresses were correctly set up on QB but internally, due to furlough, employees' emails are automatically redirected to colleagues, so with no password protection on payslips.......!!
Let's just say the client is not happy, especially after the delays/issues in migration!!
I couldn't agree more. Advance payroll was clearly not ready when it was launched and we have all been left to deal with the consequences, some of which are shockingly bad. Protecting payroll information is Rule 1, Page 1 of any Payroll Manager's responsibilities and yet Intuit have not applied basic due diligence to their premium product. It beggars belief that it's part of Standard Payroll but not Advanced and the only response being repeated is to use the Workzone or Employee Portal. How about about fixing the major security hole your customers have identified but you failed to?
If your employees don't wish to download an app, you can still set them up on the Employee Portal which can be accessed on a computer browser. Here, employees can view the payslips along with a host of features which can be managed by you, such as applying for annual leave.
To set this up, go to Payroll Settings > Employee Portal Settings > Settings > Access and select the employees to grant access.
Granting access will send the employee two emails, one with the link to access the portal and another to create a unique password for the portal.
Employees with portal access will then receive an email notifying them that their new payslip is available to access on the portal instead of receiving the email with the payslip.
Please get back to us below if you have any questions on this.
Advanced clearly doesnt live up to its name not only can you not password it unless they use the app (some of my staff are 70 years old they dont know how to do it) but the standard payroll is far superior.
This wont let me even create a staff loan that deducts automatically every week like standard did!
Far more money and a huge let down after being forced to migrate and spend lots more money!
Seriously considering going back to Sage
Hi Serena76 👋 You are able to create the staff loan, @RMMPM has advised the correct steps in how you would set this up, regarding the password I do appreciate your frustrations, you can leave feedback regarding the product by going to the gear icon>feeback. Regards
It has been a while since this question concerned us all, no protection on payslip - I do trust that it has been brought to the attention of the product managers...has there been any progress?
Apr 21 and we still do not have basic security complying with regulations.
90+ old pensioners do not, frankly should not be downloading apps and looking for portals.
Please give us update on when the pw protected slip function will be introduced into the advanced platform?
Hello Lahe, We do see some users may not have the app. Currently in advanced payroll, the email option is the same. We do not presently have an update that this will be changing you can view product updates and the payroll section in the link provided. If you could add feedback in the product for our product specialists that would be great.
I agree with LaHe, this "basic" functionality is way, way overdue. It's been over a year and Intuit have done nothing about it. Why not? When is it going to be addressed? Stop fobbing off paying subscribers and get on with the job please!