Cannot add users in quickbooks desktop

I greatly appreciate your efforts in conducting initial troubleshooting, @wcarter64. I can offer additional troubleshooting steps to resolve this issue so you can add a new user to QuickBooks Desktop (QBDT).

First, ensure you have updated your QuickBooks Desktop to the latest release so you have the latest security updates and fixes.

If the issue persists after updating, you can verify and rebuild data to help resolve common cases in your company file that prevent you from adding new users in QBDT.

Here's how to verify your company data:

1. Proceed to the Window tab, then Close All. 
2. Click on File and select Utilities.
3. Choose Verify Data. Hit OK. If you see:

• QuickBooks detected no problems with your data—your data is clean, and you don’t need to do anything.
• An error message—search for it on our QuickBooks Desktop support site for the steps to fix it.
• Your data has lost integrity—Data damage was found in the file. Rebuild your data to fix it.

Once done, you can follow these steps to rebuild your company data:

1. Go to the File menu, then choose Utilities.
2. Select Rebuild Data. QuickBooks will prompt you to do a backup before rebuilding your company file. Pick OK.
3. Save your backup, and OK. 
4. When the Rebuild has completed message appears, hit OK. 

After completing these steps, you can add a new user to QuickBooks Desktop again.

For future reference, you can also consider visiting these articles to learn how to modify the primary admin user in QuickBooks Desktop:

• Request to be the primary admin or contact.
• Transfer the primary admin role in QuickBooks Desktop.

If there's anything else you need help with when adding your new user to QuickBooks Desktop, please let me know by leaving a comment below. I'm just a few clicks away to help you again. Keep safe, and have a great day!

@wcarter64 

Run Verify/Rebuild Data utility. Did you encounter any error message?

Thank you for responding and givign me these steps.
 Unfortunately, after running through these, we are still experiencing the same issue.
 The window to edit users and permissions pops up for a split second, and then closes.

Thank you for taking the time to respond to my question.
 Unfortunately, after running through these steps, we still experience the same issue.
 The users and roles box will open for a split second and then close.

Thank you for your follow-up, @wcarter64. I appreciate your efforts in resolving this matter. Since the issue persists despite following the suggested steps, I recommend contacting our support team for further investigation.

Our customer service team possesses the appropriate tools to effectively address this matter. They also have the necessary resources and a safe environment to check your account and find out what caused this concern.

To get in touch with them, please follow the steps below:

1. Open QuickBooks.
2. Go to Help, then select QuickBooks Desktop Help/Contact Us.
3. Click Contact Us, then enter a brief description of your concern.
4. Hit Continue and sign in to your Intuit account.
5. Choose Chat with us or Have us call you.

For Pro, Premier, and Plus users, support is available Monday to Friday from 6 AM to 6 PM. Enterprise users can reach out at any time, any day.

For reference, please read this article: Contact QuickBooks Desktop support.

If you're interested in setting up data-level permissions in your QBDT company file, you can find useful guidance in this article: Create data level permissions in QuickBooks Desktop Enterprise.

The Community space is available if you have other concerns about managing your users and roles in QBDT. You can always utilize the Reply button if you have one.

@wcarter64 

Have you run the Verify/Rebuild Data utility mentioned by On Beta ?

Any error message?

I did run it. It's the same as the solution offered in the first reply, right? I am not being rude. I am honestly curious as I don't quickbooks, so to speak. I am helpdesk attempting to help the accounting team. So I ran the steps offered by the first reply.
Thank you for your help. I can use all i can get.

Sorry, I didn't address your second question>
 I got no errors. It ran and said it didn't find anything wrong.

Now we have created a new company and having the same problem.

Open the sample file. Did you encounter the same problem?

I am having the exact same problem and spent 5 hours on the phone with their support yesterday. Did you ever find a resolution for this?

@jcutler 

Open the sample file. Did you encounter the same problem?

Yes. We have opened multiple test companies. We have uninstalled and reinstalled the client from the users computer and uninstalled and reinstalled the server database manager multiple times. We ran all the tools and nothing changes. We are able to add users in the other companies that were already created. The latest company that was created and we can add users was in October 2024. The company we created that doesn't let us add users was created last week.

Thank you for your participation in the thread, jcutler. 

To address your issue effectively, please confirm if you're experiencing difficulties adding users in QuickBooks Desktop (QBDT). Your confirmation will help us provide a precise solution.

In the meantime, if you haven't already done so with our live support, we can run the Tool Hub. Running the Tool Hub in QuickBooks Desktop (QBDT) can be beneficial even if your issue seems confined to just adding a user.

Here's how:

1. Please close your QuickBooks Desktop (QBDT) account.
2. Then, locate the QBDT icon, right-click on it.
3. After that, select the option Run as administrator.

Next, we will download and utilize the QuickBooks Tool Hub to rectify the update notification loop. This tool is specifically crafted to tackle frequent errors and looping issues.

Here is how to use it:

1. Initiate by opening the downloaded file (QuickBooksToolHub.exe).
2. Follow the on-screen prompts to complete the installation and agree to the terms and conditions.
3. Once installed, double-click the icon on your Windows desktop to launch the Tool Hub. If the icon is not visible, manually search for it on your computer.
4. Finally, open the QuickBooks Tool Hub and access the tools available to address installation and upgrading errors.

For further process in running the Tool hub, please refer to this article: Fix common problems and errors with the QuickBooks Desktop Tool Hub.

For a clean installation, please use this article as your guide: Reinstall QuickBooks Desktop.

Additionally, you may consider contacting our live support team once more and providing the new representative with your case number.

I will leave this thread open so you can respond with any additional concerns regarding adding users to your QBDT. Best regards!

I have already went through all the tools in Tools Hub and uninstalled and reinstalled Quickbooks. I stated this in my previous response. It doesn't fix anything. 

I was having this same issue.  Honestly, never resolved and QB's answer is, to me, unacceptable.  I believe we came to the conclusions that QB no longer supported adding additional users to existing Desktop Pro licenses despite still being below the maximum 3 users threshold.  I find this to be false advertising in terms of the capability of the product, and completely dishonest.  We purchased this software, and have loved it for many years, with the intent of needing additional users as we've grown.  This matter needs to be addressed and resolved.  QB Online is not yet the full replacement for Desktop that they advertise and they need to allow Desktop to function as it should.  Please, QB, support your tremendous product for your loyal clients.

@Steve Sch 

Which QB Desktop year version do yo run?

After days and days on the phone with the "geniuses" at Quickbooks support I finally figured our issue myself weeks later. Even though they claim the built in browser doesn't use IE or Edge they are wrong. I went into Internet Options in Edge and added quickbooks and inuit to the Trusted Sites section and the window stayed open and didn't disappear right away. I have dealt with a lot of support for different companies being in IT and Quickbooks was by far the worst next to Ingram Micro. It caused so much anxiety in our office with the higher ups.

I'm on Desktop pro.  2023 currently but subscription comes with yearly upgrade that I haven't done since 23.  Need to do so.  I would like to put the program in multi user mode so I can have 2 users at one time.  We tried for several days with no luck despite following all of the suggested methods.  On call with QB, they said that QB would no longer accept new users on Desktop pro version.  I find that to be unfathomable.  I have the software, it's still supported, and Online is not yet a suitable substitute for our needs.  The program is supposed to do what I'm asking it to do.

@Steve Sch 

You should contact @Fiat Lux - ASIA and they can find a workaround for your needs.