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Level 2

Set up User with Restricted Access


I've set up a user with no access to Payroll ad Employees, Sensitive Activities or Reports, but they can still opent the employee center and see paychecks.  What else should I be doing?


QuickBooks Team

Set up User with Restricted Access

Good day, @AOA1.

Thanks for dropping by the Community. I’m here to make sure this issue gets taken care of.

It’s possible that the user profile is damaged allowing access to restricted areas in QuickBooks. Try creating a new one with the same roles assigned to verify. 

Let me show you how:

  1. Go to the Company menu and select Users.
  2. Choose Set Up Users and Roles.
  3. Select New.
  4. Fill out the User name, Password, and Confirm password fields.
  5. On the Available Roles section, choose which area of the QuickBooks the user has access to, then click Add >>.
  6. Once done, choose OK.




Now, have the new user access QuickBooks and check if they can still view the restricted areas. If they can’t, delete the damaged user profile by following the steps below.

  1. Go to the Company menu.
  2. Choose Users.
  3. Select Set Up Users and Roles.
  4. Click the affected user, then choose Delete.





Check out this article to get a better idea on user role: QuickBooks Desktop Users and Restrictions.

That should fix the issue with the damage user access. 

Let me know if this works out for you, I’m more than happy to help. Have a great day!

Level 2

Set up User with Restricted Access

Hi Khim,

Still not working. Please see attached.

Maybe Rebuild Data?


Not applicable

Set up User with Restricted Access

Greetings, @AOA1,


Thanks for getting back to us and letting us know the outcome of the troubleshooting. I'd be glad to share information about user roles and access in QuickBooks, and get you back to working order.


To make sure I'm on the same page, may I know what Roles are assigned to the affected user? Knowing this information will help me provide the most accurate solution to your concern.


In the meantime, you can check the Role List section of the Users and Roles page. From there you can view the Access Level for each role you assign to your employees. Here's how to do that:

  1. Go to the Company menu.
  2. Choose Users then Set Up Users and Roles.
  3. Click the Role List tab.
  4. Pick the Role you selected for that employee.
  5. Tap the Edit button.
  6. In the Area and Activities section, click Employees & Payroll.
  7. Go to the Area Access Level and make sure you select None.
  8. Click OK.

If the set up is correct and you're getting the same behavior, running the Verify/Rebuild Utility is a good option. Here's how:


To Verify Data:

  1. Go to the File menu.
  2. Tap Utilities then Verify Data.
  3. Click OK on the prompt.

To Rebuild Data:

  1. Click the File menu.
  2. Go to Utilities and select Rebuild Data.
  3. Hit OK to back up your company file.
  4. Wait until the Rebuild is complete.
  5. Click View Results.

That's it! Please keep me updated on the outcome. I'll be on a stand by for your response. Have a good one!

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