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efish123
March 23, 2023
Question

User Roles - please help

  • March 23, 2023
  • 1 reply
  • 2 views

We recently converted to QBO in December 22. I setup several employees to have only vendor access and bills STANDARD LIMITED CUSTOMERS/VENDORS. I just discovered that no matter what access I give them, even STANDARD - NO ACCESS they can still search an employee's name in the search at the top and it will show prior year payroll checks.

 

Is that because those converted items are looked at as non emploee/payroll transactions??

 

Please advise.... Thank you

1 reply

DivinaMercy_N
DivinaMercy_NModerator
Moderator
March 23, 2023

Hello there, @efish123. I'm here to help you manage your employee access in QuickBooks Online (QBO).

 

In QBO, you can select the Standard user type and limit the access rights for vendors only. Doing this will ensure that the employee you add as a user won't be able to search employee name and view prior paychecks. Here's how:

 

  1. Select the Gear icon and click Manage users.
  2. Next, select the Add user button.
  3. From there, choose Standard user and click Next.
  4. Select Limited and check the Vendors box and click Next.
  5. Choose your preferred access for Time tracking settings and select the employee's name.
  6. Click Next and choose the No option in the Select user settings window.
  7. Once done, select Next and enter the employee's name and email address.
  8. When ready, click Save.

 

The user won't be able to access the employee list and prior paychecks. If they attempt to access the Payroll menu, they'll receive a message stating they don't have access to view the data. Also, when the employee accept the invite, ask them to select the Employee role. For reference, check this article: User roles and access rights in QuickBooks Online. 

 

You'll also want to view each of your user's activity by going to the Audit log report. For the detailed steps, refer to this link: Use the audit log in QuickBooks Online.

 

I'm just around the corner to provide additional assistance to help you manage user roles of your employees in QBO. Have a good one and stay safe. 

E
efish123Author
March 23, 2023

Thank you but I don't have a "Standard" user option. I have ROLES. There is no LMITED option and the only place where there is a Vendors option under roles, it is always greyed out. 

 

I can add a role from scratch...and only selected BILLS only under the Expense section, I can still search and see my payroll checks if I search my name. 

 

But it only brings up payroll checks from 2022. Does that have something to do with 2022 being converted from Desktop??  I have attached my user/role options for you to see...there is no just STANDARD. thanks

 

 

 

Bryan_M
Bryan_MQuickBooks Team
QuickBooks Team
March 23, 2023

Thank you for coming back to this thread and for choosing QuickBooks Online as your business partner in managing your finances, @efish123.

 

Upon checking on your screenshot, it appears that you're subscribed to QuickBooks Online Advanced. This subscription doesn't have the Standard Limited user option because each role is specified according to its function to let the Admin/Owner choose the role that fits.

 

And you're correct, it does have the Standard Limited Vendors-only option, but when I try to replicate it, it's not greyed out. It might be that you already reach the maximum number of users in this role.

 

If not, this might be also an issue with your browser, to initially fix this, I recommend performing the browser's troubleshooting steps.  

 

This is to check if this is a browser-related issue because sometimes the cache saves files on your computer to load the website faster. But over time, it also gets outdated which can cause issues.

 

However, you'd be glad to know that you can customize your own role whenever you'll going to add a new user. I'm happy to show you how:

 

  1. Go to the Gear icon, and select Manage users.
  2. Select Roles, then click the Add icon on the right side of your screen.
  3. You'll be routed to Role Info. Enter the Role Name and Role description.


     
  4. After that, put a checkmark on each featured title below if you want them to access that. 
  5. A prompt will show that shows what's inside that feature and you can choose what access you want them to have. There are several access in there which are Full access, View, Create, Edit, Delete, Share, Run, Approve, and Submit. The access varies on the feature. The Check symbol signifies Full Access while the Minus signifies the user doesn't have access.


     
  6. Once done customizing the role, you can now click the Save Role icon below.

 

For future reference, if your user forgot their password, you can read this article to learn how to fix it: Update or change your Intuit Account login information.

 

You can always come back here if you have additional questions about managing your user role. I'll be happy to lend a hand. Keep safe and have a blissful week!

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