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Add and manage team members in QuickBooks Practice Manager

by Intuit Updated 7 months ago

Practice Manager makes it easy to add team members, change their user permissions, and transfer data from one team member to another.

In this article, we'll walk you through the steps to manage teams in Practice Manager, including the two types of team members, and how to grant them the right user access.

There are two types of team members: employees and workspace administrators. It is important to understand the difference between these two roles as each has its own set of user access rights.

User roleAccess
Employee• My account settings 
• Email integration settings 
• Task label settings 

Able to customise their workspace and manage tasks associated with their accounts.
Workspace administratorAll available settings within Practice Manager, including:  
• Task templates 
• Client types 
• Client fields 
• Integrations and more 

Able to assign roles to a team member or group of members and control their access levels across the entire platform. This level of control allows administrators to easily delegate tasks while also ensuring that data is secure and protected from unauthorised users.

Access teams in Practice Manager

  1. In QuickBooks Online Accountant, go to Practice Manager
  2. Select Team
  3. Select the Overview tab.

The team's list shows everyone's tasks, including their user type status. If you don't have any team members yet, the original team member will be listed as a workspace administrator.

To add a team member in Practice Manager, you first need to add them as a team member in QuickBooks Online Accountant. Once they’re added, you’ll see their name in the Team section once they have accessed Practice Manager.

  1. Go to QuickBooks Online Accountant and follow the steps to add a team member
  2. Make sure that your team member has access to your client list
  3. Let your team member know that they can access Practice Manager via the Accountant Tools. 

New team members will have the Employee user role by default until you change this to Workspace administrator, which we’ll show you how to do next.

  1. Go to Team.
  2. Select the Overview tab. 
  3. Select the three-dot icon next to the team member’s name. 
  4. Select Edit user
  5. In the Type field, select either Employee or Workspace admin from the dropdown. 
  6. Select Save.
  1. Go to Team.
  2. Select the Overview tab. 
  3. Select the three-dot icon next to the team member’s name. 
  4. In the Email field, add or change the email address. 
  5. Select Save.

To edit a team member's name, email address or email signature:

  1. Go to Teams.
  2. Select the Overview tab.
  3. Select the three-dot icon next to the team member's name.
  4. Make the necessary changes in the relevant field(s).
  5. Once you're done, select Save.

To remove a team member from Practice Manager, you need to remove them in QuickBooks Online Accountant. Follow the steps to remove a team member.

The transfer option lets a team member send data to different team members. Let's say, the employee is leaving the company or taking a different position within the company. They can move clients, tasks, and templates and assign them to a different team member.

  1. Go to Teams.
  2. Select the Overview tab.
  3. Select the three-dot icon next to the team member's name.
  4. Select Transfer
  5. Assign the following to the appropriate team member: 
    • Clients
    • Tasks 
    • Task templates
  6. Select Transfer.

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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