How do I review and authorise employees payroll setup?

Hello there, PhillB,

Based on your description, it seem that you're working on granting access to the Employee Portal in QuickBooks Online Advanced Payroll.

You can complete the set up with these steps:

1. Go to Payroll Settings.
2. Select Employee Portal Settings.
3. Select the boxes to grant employees the type of access you want them to have.
4. Once you have selected the checkboxes that you require, select Access.
5. Select the employee's name you wish to grant access to the functions you selected in the previous screen.
6. Once selected, click Grant Access or Revoke Access to either grant or revoke access for those employees.

Check out these articles to learn more:

• WorkZone for QuickBooks Online Advanced Payroll
• QuickBooks Online Advanced Payroll Hub

Stay in touch with me if you need further assistance.

Hi Mary,

Thanks very much for the help.  We don't particularly need employees to have access, it just seemed that the emails got sent out by default when setting them up in advanced payroll.  What I don't understand if if it matters that we can't login to review/authorise the employees responses, or if we do need to authorise them how we log in.  Once the employee completes their details we then get sent an email to click on a link to authorise the submitted details, but clicking on the link goes to a YourPayroll login which we don't have login details for (it doesn't accept our normal Quickbooks online login details).

Thanks for any thoughts on why we can't log in to this portal (I have no idea if "YourPayroll" is just another name for QB advanced payroll or a different product, the url appears to be Australian where as we're in the UK?) and if we can complete payroll setup without being able to authorise the employees submissions?

Thanks,

Phill.

I appreciate you getting back to us, @PhillB.

You can review/authorise your employees' submissions by enabling the WorkZone app and manage your employees from there. Let me guide you through the process.

First off, you'll have to download the WorkZone app from the App Store or Google Play store and create your own login credentials. 

Your employees need portal access to use WorkZone and when it's installed, they'll be prompted to enter their email address (the one linked to the portal) and password. And they need to create 4-digits quick access PIN which they will need to enter each time they open the app.

Once the Clock in/out feature is now available within the WorkZone app, you'll have to enable this in the business portal in order for it to be available for employees to use from their smartphones. Here's how:

1. Go to Payroll Settings, select Employee Portal Settings.
2. Select Employees can clock in/out using WorkZone.
3. Set the sub-settings to determine the employee workflow when clocking in & out.

• Capture employee photo when clocking in/out
• Allow employees to select a higher classification when clocking in
• Allow employees to apply rostered start/finish times when clocking in/out (you then set the parameters for this)
• Send employee reminder notifications (you then set the parameters for this)

    4. Click Save once finished.

I've got you an article you can read for more details: WorkZone for QuickBooks Online Advanced Payroll.

Just in case you want to learn more about Running final payroll 2019/2020, feel free to check out this article for more guidance: Running final payroll 2019/2020 in QuickBooks Online Advanced Payroll.

Please keep in touch if there's anything else I can do to help you succeed with QuickBooks. I've got your back. Have a great day!

Hi Mark,

Thanks for the additional information on using the WorkZone app, I'll give it a go.

Do you know how we are supposed to log into the "YourPayroll" link sent when employees have submitted their information?  Just seems odd it doesn't accept our QuickBooks login. Is YourPayroll a separate app or solution or part of QBO Advanced Payroll?

We don't specifically want or need to allow employees access to payroll, it just happened as part of setting them up in QBO Advanced Payroll.  Is it possible to just disregard the emails and set the employees up in QBO or do we need to use an App such as WorkZone?  Ideally we'd prefer to just set all employees up manually ourselves in QB Online Advanced Payroll rather than needing the employees to do anything themselves or using an external App.

Thanks,

Phill.

Hello there, PhillB. Thanks bumping up to this thread.

Allow me to add some information in regards to your concern. The YourPayroll link is the workzone app and logging into QuickBooks and Workzone is a different process and log in credentials. 

Visit the Community again if you need anything else. Keep safe!

Thank you all for the help.  I think we've set up employees manually now.  One thing I still don't understand is how we log into the portal presented when we click on the link in an email after an employee has submitted data.  It appears to be called "Your Payroll" (see screenshot) but doesn't accept our usual QB login details.  It probably doesn't matter as we have now set employees up manually but would be good to know how to log into it for the future.

Thank you for the screenshot added, @PhillB.

Happy to know that you're now able to set up your employees completely in QuickBooks Online (QBO). On the other hand, with regards to the "Your Payroll" log in, you'll need to download the WorkZone app to create a login credential as suggested by Mark_R above. WorkZone is an additional feature for QBO Advanced Payroll that gives employees the traditional Employee Self-Service functions with sleek user experience on a smartphone. The app empowers employees to self manage their employment-related information.

For more information about this feature, check out this article: WorkZone for QuickBooks Online Advanced Payroll.

As always, feel free to read our help articles in case you need tips and related links while working with QuickBooks in the future.

Post again if there's anything you need assistance with. I'm a few clicks away to help. Have a great weekend!