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Changing / adding administrators

Forum|Forum|2 years ago
September 15, 2023
5 replies
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Curious if QuickBooks has now allowed for more than one Administrator. For instances like illness or vacation or leave of absence, it would be a benefit to have more than one person eligible for performing "administrator restricted" functions.

If not what is the process to change administrators?

Also, we also have QB Payroll: is that a separate administrator for payroll?

Lastly, we have used QB for a long time, and the people that originally set up the system and the payroll are no longer here, and we may not even know who they were / how they set up the "owner" of the system. At a previous company, it almost required an Act of God and Constitutional Amendment to get the payroll administrator changed. Can anyone provide some guidance on the most efficient way of getting things updated when we don't know all the historical names and logons, etc.?

As always, thank you in advance for the help and guidance.,

QuickBooks Desktop

Best answer by FateCandylaneT

You've come to the right place for assistance, Deadwood Al. Let me share insights to help you manage company roles and access in your QuickBooks Desktop account.

In QBDT, managing company roles is relevant to ensure permission rights are accordingly monitored when performing tasks in your account. With this, we can only have one primary admin per company or Intuit Account and a payroll administrator. If you're unable to access and log in as the Primary Admin, you can send a request to our account protection team to allow transfer of the primary contact of your desktop file and gather documents for your request.

Once granted, you can refer to these steps on how to change the primary administrator of your account:

Go to Company, then select My Company.
Select Manage Your Account.
Sign in with your Intuit Account info. This should be different from what you use to sign in to your company file.
Scroll down to the Primary Contact section and select Change.
Select the new primary contact from the list of contacts on the account.
Select Save and Close.

Then, you can start managing user roles in your account to help you handle your financial entries.

Additionally, payroll administrators are the primary contact of your payroll workflows. If you want to modify their information, you can refer to the QuickBooks Desktop Payroll section outlined in this article: Change your primary principal, payroll admin, or other payroll contact.

Furthermore, I've added this relevant resource that may help you prepare and run employee payroll efficiently: Create and run your payroll.

We'll always be around whenever you require additional assistance managing user access permissions in your QBDT file. Just let us know for any added queries in the comments below. We're here to provide further help. Keep safe!

F

FateCandylaneT

Answer

QuickBooks Team

You've come to the right place for assistance, Deadwood Al. Let me share insights to help you manage company roles and access in your QuickBooks Desktop account.

In QBDT, managing company roles is relevant to ensure permission rights are accordingly monitored when performing tasks in your account. With this, we can only have one primary admin per company or Intuit Account and a payroll administrator. If you're unable to access and log in as the Primary Admin, you can send a request to our account protection team to allow transfer of the primary contact of your desktop file and gather documents for your request.

Once granted, you can refer to these steps on how to change the primary administrator of your account:

Go to Company, then select My Company.
Select Manage Your Account.
Sign in with your Intuit Account info. This should be different from what you use to sign in to your company file.
Scroll down to the Primary Contact section and select Change.
Select the new primary contact from the list of contacts on the account.
Select Save and Close.

Then, you can start managing user roles in your account to help you handle your financial entries.

Additionally, payroll administrators are the primary contact of your payroll workflows. If you want to modify their information, you can refer to the QuickBooks Desktop Payroll section outlined in this article: Change your primary principal, payroll admin, or other payroll contact.

Furthermore, I've added this relevant resource that may help you prepare and run employee payroll efficiently: Create and run your payroll.

We'll always be around whenever you require additional assistance managing user access permissions in your QBDT file. Just let us know for any added queries in the comments below. We're here to provide further help. Keep safe!

D

Deadwood AlAuthor

I have rarely felt so incompetent ... trying to read the QB instructions on making some changes to admin's is like a maze with no exit at all. It seems like we're following instructions, only to discover when we think we are nearly finished that we are on the wrong form or there is an key piece missing ... like where to submit change requests.

I am a new employee at a non-profit, and the former Controller is now the Executive Director. She is, I believe, the Primary Admin on the Intuit Account AND on the QB CAMPS accounts., Here is what we want to accomplish:

INTUIT ACCOUNT

* Leave her as the Primary Admin on the Intuit Account

* Add me as the Secondary Admin on the Intuit Account

--- Where do we send the forms when completed? Do we mail them someplace? Do we upload them someplace? Since we are not changing the Primary Admin, do we still need a letter from the president or director? It seems to say that the Primary Admin can assign a Secondary Admin. no?

CAMPS ACCOUNT (QBDT)

* We want to change the Primary Admin for QBDT from her to me.

--- What form is used and where do we send it? Mail or Email or Upload?

QB Enhanced Payroll

* We want to change the Primary Admin from her to me.

--- What form is used? Where do we send it? Mail or Email or Upload?

?? Do these changes have to be made in any particular order, or can the sequence be random?

How can we tell if a person is an "Intuit Account User" or a "Company User"? The role of Intuit Account User is a little confusing ... can an Intuit Account User (not Admin) do things that only a CAMPS Admin could do? Does an Intuit Primary Admin have access to QB Payroll Admin rights or are they two separate and distinct role?

D

Deadwood AlAuthor

Thanks for coming back here, @Deadwood Al.

I understand how challenging on your end to transfer primary admin roles in QuickBooks Desktop (QBDT). Let me help you clear things up.

In QuickBooks Desktop (QBDT), the Company's primary admin is distinct from the Intuit Account Primary admin.

Company primary admin (Company users) assigned in the Customer Account Management Portal (CAMPs) and update billing info. These are the roles we can assign to company users:

Primary admin: A primary admin can add/delete users, edit user roles, assign users, and update billing profiles. They can also transfer the primary admin role to an authorized user.
Authorized user: An authorized user can only update their user ID and contact info. They can also contact our experts for help with the account or any technical issues within QuickBooks.

Intuit's primary admin (Intuit users) can transfer the Company's primary admin or the role itself to a new user. Please note that you only transfer this role if you need to change the admin for your Payroll, Payments, or other add-on services.

Here's how to transfer primary Intuit Account admin:

Go to Company, select Users then Intuit Account User Management.
Scroll the secondary admin you want to make the primary admin, select Edit, then pick Change Primary admin. If the user isn't listed, you'll need to add them to the account.
Enter the verification code sent to the admin's phone number.
The admin transfer email is sent to the current primary admin and the secondary admin.
When the secondary admin accepts the transfer, they become the primary admin. The original primary admin becomes a secondary admin.

Moreover, only secondary admins can be assigned to the primary admin role. And only one primary admin can exist at any point in time.

To transfer your colleague as the Primary admin in QBDT. You can follow the steps in this article: Transfer the primary admin from QuickBooks Desktop.

If the Primary Admin isn't around or unable to make the change on their own, you can send a request to our account protection team. Feel free to follow these steps:

Gather the form. Since you mentioned that you're in a non-profit organization, you'll need to provide the documents for ownership type and one of these (the owner/leadership must be in the document by name and title): Articles of incorporation, Non-profit corporate by-laws, and a board of trustee meeting minutes that shows the chairperson or president by name and who the new Primary Administrator should be.
Complete the form by signing in with your email. If you don't see a form at the bottom of step three, sign in to your Intuit Account to access QuickBooks. If you don't have an Intuit Account, create one.

For detailed steps and information, you can read this article: Request to be the primary admin or contact.

Never hesitate to return here if you have additional questions about managing your QBDT admin roles. I'll be willing to lend a hand.

OK, from your response I'm gathering that this will be a multi-step process since the end goal is for me to be the Admin for QBDT and for QB Enhanced Payroll.

For QBDT, sounds like the current Admin can transfer the role to me almost immediately with a log in to her account (NOT the Intuit account!).

For the change to be Admin on Payroll, it sounds as if we need to get a board resolution before we can proceed, and then the current Admin will need to make me a secondary Admin on Intuit, Unfortunately, I didn't see any instruction on how we would then make me Admin on Enhanced Payroll. I don't get the feeling that as Secondary Admin on Intuit I would automatically become Admin on Enhanced Payroll. So could you please let us know step-by-step how to transfer the Admin rights on Payroll to me?

You also said ....

"Gather the form. Since you mentioned that you're in a non-profit organization, you'll need to provide the documents for ownership type and one of these (the owner/leadership must be in the document by name and title): Articles of incorporation, Non-profit corporate by-laws, and a board of trustee meeting minutes that shows the chairperson or president by name and who the new Primary Administrator should be.
Complete the form by signing in with your email. If you don't see a form at the bottom of step three, sign in to your Intuit Account to access QuickBooks. If you don't have an Intuit Account, create one.

Where is "step three"? There are only 2 steps in your comment. And in step 2, you say "by signing in with your email." Is this signing in to Intuit or QuickBooks or ???? Is step three someplace in this login, or ??? Your #2 comment isn't very clear. Sorry to be so dense, but I really need you to be crystal clear and talk to me like I don't understand, because so far, I don't.

3

342950

I need to add two employee names that gives QB permission to talk to for support

J

JorgetteG

QuickBooks Team

Welcome to the Community, 342950.

I am here to help you add your employees as authorized users to your QuickBooks Desktop account and permit them to speak to QuickBooks support. Let’s ensure your team has the necessary access to get the support they deserve.

To add or invite users, follow these steps:

Open QuickBooks Desktop and log in with your admin credentials.
Go to Company, then Users, and select Intuit Account User Management.
Select Add User to enter the required information: first name, last name, and email address of the employee you want to invite.
Choose the appropriate role from the Roles section. You can click View role description to see available roles and their descriptions.
Click Send Invitation to notify the user. They will receive an email invitation to join your QuickBooks account.
QuickBooks will display a message with the invite status, the role(s) assigned, and the QuickBooks Desktop Company file name. Hit OK to close the message.

For more detailed information, check this guide: Use your Intuit account to manage or invite users in QuickBooks Desktop.

You may also want to learn how to manage your QuickBooks Desktop subscriptions and services.

If you are interested in sprucing up your reports in QuickBooks Desktop, you might find this article helpful: Customize reports in QuickBooks Desktop. It offers detailed information on personalizing reports to suit your needs.

Great job! You’ve successfully added and invited users to your QuickBooks Desktop account. If you have any more questions or need further assistance, feel free to reach out. We’re always here to help you and your team get the most out of QuickBooks.

S

SECCNation

please send the requirements and instructions

JenoP

QuickBooks Team

You can easily assign a new admin within your QuickBooks Online account, SECCNation.

Just a heads-up, the current admin is the only one who can make the change. Here's a step-by-step guide to help you get started:

Go to the Gear or Settings ⚙ icon, then select Manage users.
Find the user you want to make the primary admin.
Proceed to the Role column, then make sure they are listed as Admin. If they’re not, choose Edit to change their role to admin.
If the user is already an admin, click the drop-down list beside Edit. Then, select Make primary admin.
Select Change primary admin to confirm the change.

Check out this article for additional details about this: Change the primary admin user.

You can also use this guide if you have QuickBooks Desktop: Transfer the primary admin role in QuickBooks Desktop.

If you can no longer get in touch with the current admin, you can fill out a form and submit several documents. This typically includes a photo ID, a signed letter of permission from the owner, and official business documents like articles of organization.

The exact requirements, however, can vary depending on your business entity. For a complete list of what you'll need and the steps to submit the form, please refer to this article: Request to be the primary admin or contact.

The Community and the entire QuickBooks Team are always here if you need anything else.

R

ronshebuski

Changing admin

Clark_B

QuickBooks Team

Hi there, Rosnhebuski.

To transfer the primary company admin in QuickBooks Desktop (QBDT), you’ll need to first sign in as the current primary admin. This will enable you to transfer the admin role. If you’re unable to access and log in as the primary admin, you can submit a request to our account protection team for the transfer. Be sure to gather all required documents to comply with the request process.

Please note that each company or Intuit account can only have one primary admin. Follow these steps to transfer the primary admin role in QBDT:

Navigate to Company, then select My Company.
Click Manage Your Account.
Sign in using your Intuit Account credentials (different from what’s used to access your company file).
Scroll to the Primary Contact section and click Change.
Select the new primary contact from the list of account contacts.
Click Save and Close.

For further details about transferring the primary admin or Intuit Account admin, refer to this article: Transfer the primary admin role in QBDT.

If you’re looking to change your payroll admin instead, follow these steps:

Go to Employees, click My Payroll Service, then select Billing/Bank Information.
Under Company Information, click the Payroll Admin tab.
Click the Edit link.
Enter your PIN and press Continue.
Follow the on-screen instructions and click Update. A processing request screen will appear until the update is complete.
Verify the Payroll Admin information is accurate, and close the window.

You can also refer to this article for more information about changing payroll admin: Change your primary principal, payroll admin, or other payroll contact.

We’re always available to help you if you have any other concerns.

S

Sheila Thorne

How do I get access to our Quickbooks account?

J

Jelayca V

QuickBooks Team

Hi there, Shiela. Are you trying to get into your QuickBooks account but haven't been given access yet?

The quickest way to get access is to have the primary administrator or business owner add you as a user and send an invite. Once they do this, you'll receive an email with a link to set up your login and get started.

In QuickBooks Online (QBO), your admin can do this by navigating to Settings> Manage Users> Add user. From there, they'll enter your information, assign you a role, and hit Send Invite.

In QuickBooks Desktop (QBDT), they can go to the Company menu> Users> Set Up Users and Roles> New. They'll enter your User name and assign you to your role.

Then, in the same menu, they'll select Intuit Account User Management> Add user to send you the invitation.

However, if you meant something different, please feel free to clarify and provide more details about your situation so that I can help you access your QuickBooks account.

Please don't hesitate to click the Reply button below if you have any further questions. I'll respond to you promptly.

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