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Managing team members in QuickBooks Practice Manager

Learn how to add team members, define their roles, and manage their access in QuickBooks Practice Manager.

Understanding user roles

Every team member is assigned one of two roles, which determines their level of access.

User role	Access level
Employee	Can access their own account settings, email integrations, and task labels. This role is for managing individual tasks and customising a personal workspace.
Workspace administrator	Can access all settings, including task templates, client types and fields, and integrations. This role can assign roles and manage access for all team members across the platform. Export to Sheets

To perform the actions below, first navigate to the team management area:

Add a team member

Adding a team member is a two-step process that starts in QuickBooks Online Accountant.

In QuickBooks Online Accountant, add the user to your firm's team. Ensure you grant them access to the necessary clients.
In Practice Manager, the new user will appear in the Team section after they access Practice Manager for the first time.

By default, all new team members are assigned the Employee role.

Edit a team member's role or details

You can change a team member's role, name, or email signature at any time.

Find the team member in the list and select the three-dot icon next to their name.
Select Edit user.
Modify the following details as needed:
- Type: Change the user role between Employee and Workspace admin.
- Name: Update the team member's name.
- Email Signature: Edit their email signature.
Select Save.

Transfer a team member's data

When a team member leaves or changes roles, you can transfer their data to another user.

Find the team member in the list and select the three-dot icon next to their name.
Select Transfer.
Use the dropdown menus to reassign the user's Clients, Tasks, and Task templates to other team members.
Select Transfer to confirm.

Remove a team member

To remove a team member from Practice Manager, you must remove them from your QuickBooks Online Accountant firm. Once removed, they will no longer appear in Practice Manager.

Tip: Save the QuickBooks Practice Manager resource page to your bookmarks for easy access to helpful articles and step-by-step instructions.

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