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Manage employee groups in QuickBooks Online Advanced Payroll

In order to provide users with permissions for a set of employees, we first need to define that set of employees. To do this, you need to create an Employee Group.


One of the interesting properties of employee groups is that they are dynamic. When a new employee is added that matches the criteria, they are automatically added to the group. This reduces the configuration overhead required when setting up new employees.


To create an employee group:


  1. Go to Payroll SettingsManage UsersManage Employee Groups.
  2. Select Create ⨁.
  3. Enter the group name.
  4. Select whether the employees should match all or any of the criteria.
  5. Select from the criteria below and then Save.
    • Primary location
    • Primary location or parent
    • Employee
    • Pay schedule
    • Tag


When you change the criteria, the UI is updated, indicating the number of employees that match this criteria.


Edit an Employee Group


Select Edit ✏️ located on the right hand side of the employee group to bring up the context panel. From here you can change, add or delete any of the criteria used to define the employee group. Save.


Delete an Employee Group


Select the bin icon located on the right hand side of the employee group. A delete confirmation popup box will appear. Select OK.


View an Employee Group


From this screen, you can also view the employees who form part of an employee group. To do this, select the x matching employees to the right of the employee group name.


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