Manage users in QuickBooks Online Advanced Payroll and QuickBooks Bureau Payroll

1. Go to Payroll, and then select the Payroll Settings tab.
2. Under Business Management, select Manage Users.
3. Select +Add.
4. Enter the user's email address and name.
5. Select the access level. Full access gives the user administrator access to all areas and functions of payroll. If selected, the new user will receive two emails with login instructions.
6. Restricted access is commonly given to managers. There are a number of different types of access you can give a restricted user. You can choose to activate them all or just one. These are:
   • Employee access: choose an employee or group of employees to access. To create a new employee group, select +Create. Then, enter a name for the employee group and complete the required criteria. You can create multiple employee groups from the 'Manage Employee Groups' tab, which we'll explain later on.
   • Locations: choose a location(s) the user can access. You can also select a location and all of its sub-locations to be included as well–this means that the user will have access to all sub-locations sitting underneath the location selected.
   • Reports: give the user gets access to one, some or all reports. Remember, any reports the user can see are the "whole" report.
7. If you chose Employee access or Location access for a user, you need to choose one or more permission. These are:
   • View leave requests: user can only see if someone has requested leave requests.
   • Create leave requests: user can only make leave requests and can't approve or view them. Once created, leave requests can't be edited.
   • Approve leave requests: user can see leave requests, create leave requests, edit pending requests and approve requests.
   • View employee expenses: user can only see expenses.
   • Create employee expenses: user can only submit expense requests for other employees but not approve or view expense requests.
   • Approve employee expenses: user can see employee expenses, create employee Expenses and approve expense requests.
   • View employee rosters: user can only view the roster.
   • Manage employee rosters: users can create, edit, delete and publish shifts. They can also add employee unavailability.
   • Create timesheets: users can create and import timesheets. They can also edit and delete timesheets submitted by employees they manage.
   • Approve timesheets: users can create and approve timesheets.
   • View shift costs: users can see the shift and/or timesheet costs.
   • Create tasks: users can view and create pay run tasks.
8. Select Save.

1. Select Payroll, and then Payroll Settings.
2. Under Business Management, select Manage Users.
3. Select the ✏️pencil icon next to the user.
4. Make the necessary changes.
5. When you're done, select Save.

1. Select Payroll, and then Payroll Settings.
2. Under Business Management, select Manage Users.
3. Select the ✏️bin icon next to the user you'd like to remove.
4. Select OK to confirm. The user will not receive an email notifying them that their access has been revoked.

You can export all the users and their permission information into an excel spreadsheet. To do so:

1. Select Payroll, and then Payroll Settings.
2. Under Business Management, select Manage Users.
3. Select Export. The file downloads to your computer.

Note: Only payroll administrators have access to employee records. An employee manager will only have access to Emergency Contact information for any employee they've been assigned permissions for.