Question

Project Manager User Access

Forum|Forum|2 years ago
May 1, 2024
3 replies
36 views

Granting Employee Access to Projects in QuickBooks Online

Hello fellow QuickBooks Online users,

I'm reaching out to the community for help with a couple of issues I'm facing in my QuickBooks Online account. Hopefully, someone here can provide some guidance.

Accessing the Projects Section

First and foremost, I need to give one of my employees access to the Projects section within QuickBooks Online. However, I cannot seem to find an option to select this user type under the User Roles settings. It appears that QuickBooks rolled out the Projects feature without properly implementing the necessary user permissions.

This is quite frustrating, as I need certain employees to be able to manage and view project-related information, but I don't have a straightforward way to grant them access. I would appreciate if the QuickBooks team could address this oversight and provide a clear path for granting selective access to the Projects section.

Inconsistent Banking Information Access

Secondly, I've encountered a concerning issue with user permissions and banking information access. I've limited a user's ability to see banking information when they access QuickBooks Online through the web view. However, when that same user logs in on a tablet, they are able to see the banking information.

This inconsistency is a huge problem for me, as I need to ensure that sensitive financial data is properly secured and accessible only to authorized personnel. It's concerning that QuickBooks seems to have a glitch in the user roles and permissions system, which is a fundamental aspect of the software.

I would expect QuickBooks Online to have a robust and reliable user management system that ensures consistent access control across all platforms. This issue needs to be addressed promptly, as it poses a significant security risk for my business.

I hope the QuickBooks team can look into these problems and provide a solution. Many users, including myself, are eagerly awaiting improvements in these areas to enhance the overall user experience and security of QuickBooks Online.

QuickBooks Online

S

SarahannC

Level 9

I appreciate you for sharing your concern and providing additional details. Your efforts help me understand how you wish to handle your data and the permissions you want to grant to your employees, nicholsond92.

Having a clear process for granting selective access to the Projects section would be highly beneficial for your business. However, this option isn't available in the access lists.

You'll want to invite them as Limited (customer-only) user access. This access level will allow your employee to manage and view the Project section. This access privilege already has default choices listed on what can and cannot be done. You can visit this article for more information: User roles and access rights in QuickBooks Online.

I also suggest sending feedback directly to our product developers. You can share your thoughts on how crucial the choice is for the project. Here's how:

Click on the Gear icon.
Select Feedback under Profile.
Enter your suggestion, then click Next.

Regarding your second concern, could you please provide some details on the role and access permissions that you have assigned to the user?

While waiting for your response, if the user is unable to view banking information when accessing QuickBooks Online through the web view but can view it when logging in on their tablet, their device may need to be refreshed to reflect any changes made to their permissions. To resolve this, you can ask the user to log out and log back in to refresh the system.

If the same thing happens, please give us a short call by clicking Help (?) in your QBO company homepage. We want to look at this more thoroughly.

Additionally, you can check this article for more details about usage limits in QBO plans: Usage limits by subscription.

If you have more concerns about user access and anything related to QBO, please utilize this thread anytime. I'll be around to respond and help you.

N

nicholsond92Author

This is not a solution. You advertise that you are for contractors but lack the basic ability to set user access. This is basic stuff that a rookie programmer could do. What am I missing here?

M

mclanemfg

Thanks for the response!
In short, I need to setup permissions for a few of my team members.

They are project managers for the construction and engineering portions of our business. I want them to have access to projects, and more importantly, the reports for those projects. Since each of these project managers are responsible for adding expenses, tracking estimates vs. actual, and overall profitability, the ability to see this is really important. so far, only the "Company admin" allows them to see this all this information, but that means they can also see the account balances for a connected business checking account. The owner of my company asked me to remove that visibility.

Can this be done?

@JonACG we are in the same boat. Our project manager doesn't have access to what he really needs and then there isn't a way to turn off access to the in depth company information that he doesn't need access to. Happy I found this thread, reassured me I am with so many other business owners. Hopefully QBO can resolve this soon with enough feedback.

B

Binkle

I'm here searching for a way to add a user to Projects only. Guess I'm out of luck too.

M

Maybelle_S

QuickBooks Team

Establishing a process to selectively access the Projects section is a nice feature to add in QuickBooks Online, Binkle.

Currently, the option to give the ability to view projects exclusively is unavailable in QuickBooks Online (QBO). In the meantime, we can assign a limited type of access to a user. This way, you can pick Customer access in which they're limited to see and manage customers and sales only.

Let me walk you through how to add a user. Please know that only the Admin can assign permissions granted to each user or role.

Here's how:

Go to the Gear icon and select Manage Users.
Tap Add User in the upper right corner.
Enter the information and choose Standard limited customers and vendors in the Roles drop-down menu.
Hit Send invitation.

For more details, please check out the articles below for your guide:

Also, I recommend you let our product developers know what features you'd like to add. Your feedback helps us improve the product and tailor it to your needs. I'll assist you with the process.

Go to the Gear menu and then select Feedback.
Type in your feature request in the description box.
Once done, click on Next.

If you're using a QBO Advanced, you can assign custom roles to control what they can access and do within QuickBooks. It helps maintain security and efficiency by limiting access to sensitive financial data and operations only to those who need it.

Additionally, you can check this link for more details about usage limits in QBO plans: Usage limits by subscription.

To learn how to maximize the project feature, I encourage reading these resources:

If you have other concerns about adding users and access or anything related to QBO, please utilize this thread anytime. I'll be around to respond and help you.

L

lajo0611

The Standard Limited access does not grant access to the projects module. This needs to be fixed ASAP. We have 10 project managers that just need access to projects and customers. I don't need them to see bank account info and all the other things that standard limited access gives them. Why is it so hard for QBO to complete this simple task????

Simple add a project manager role that we can assign to people so they can create and edit projects. Why is this so hard for Intuit to understand?

3

3847

QuickBooks Online removed the ability to assign users to "Projects" in QuickBooks Online Advanced. A HORRIBLE decision as this was one of the selling points for QuickBooks Online Advanced. In my opinion, this is false advertising, especially for Construction related businesses.

Intuit needs to do BETTER and bring back the ability to create custom roles that allow users to access Projects without access to the business financial information.

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