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Level 1

I set a restricted user that has no access to employees and payroll, they are not able to do anything as expected, but they can still view the employees names and contact info such as address.  Our corporate people would not be okay with access for all of our work stations/users.  How can we accomplish no access to employees information at all.  

QuickBooks Team

Hello there, Dmerriit.


I'll show you a way on how you can manage your users and roles.


You can customize the user's roles in QuickBooks Desktop. This way, you can make sure that the access to some information, such as Employee Center, stays restricted and hidden.


Let me show you how:

  1. Go to Company menu, select Users.
  2. Click on Set Up Users and Roles.
  3. Click on Role List tab, and select the role you have assigned to the user.
  4. Click the Edit button.
  5. On the next window, click Centers.
  6. Edit the access level for Employee Center to None.
  7. Then click OK.

You can check this link for information about the access levels: Areas, Activities and Access Levels


Here's an article for more tips about user's set up and access: QuickBooks Desktop Users and Restrictions.

Post your concerns or click the reply button below for any clarifications about users. I'm always here to help. Have a nice week!

Level 1

This appears to be an enterprise solution.  I am using QB Pro version.  

QuickBooks Team

Thank you for getting back to us here in the Community, Dmerriit. 


I'd love to walk you through the steps on how to restrict access to a certain area in QuickBooks Desktop. 


Here's how: 

  1. Go to the Company menu, then select Set Up Users and Password, and then Set up Users.
  2. Select Add User...
  3. Fill out the User NamePassword, and Confirm Password fields, then select Next.
  4. On the Access for user: (username) window, choose which area of QuickBooks the user has access to, then select Next.
    • If you choose Selected areas of QuickBooks, you can customize the restrictions for different areas of the company file for the newly created user by selecting No AccessFull Access, or Selective Access.
  5. When done, select Finish.


You can read through these links to learn more about users and restrictions:


Let me know how this goes and leave a response below if you need further assistance in your QuickBooks. I'm always here to help. Have a good one. 

Level 1

I have restricted to no access for payroll and employees but the user can still see employee names, addresses and phone number.

QuickBooks Team

Thanks for getting back in here, @Dmerriit.


Let me chime in and add some info about user restrictions in QuickBooks Desktop. 


The user may have access to sensitive accounting reports, like Balance Sheets and Profit & Loss. This is why they can still see payroll information.


To fix this, simply follow the steps below: 


  1. Log in as the QuickBooks Admin.
  2. Go to the Company menu.
  3. Choose Setup Users and Passwords and then select Set Up Users.
  4. Highlight the user, then click Edit User.
  5. Enter the credentials, and then click Next.
  6. On the Sensitive Financial Reporting page, make sure to click the No Access radio button.
  7. Click Next and then Finish.



For more details, please refer to this article: QuickBooks Desktop Users and Restrictions.


Additionally, learn how to assign roles and grant or limit access to Areas and Activities in QuickBooks.


Don't hesitate to reach back out to me if you have any other concerns with managing users in QuickBooks. It would be my pleasure to help more. Stay safe and take care.

Level 1

Thanks for all the feedback.  I have every selection as "no access" including sensitive reporting and that user still has access to Employee names, phone numbers and address.  The only access that user has is create and print transactions in purchases and a/p. 

This seems to be a QB Pro limitation and not sure on other versions.  It's a hippa issue, seems odd that inuit hasn't addressed this issue!  I would really appreciate it if someone could fully explain this limitation!


QuickBooks Team

Hi there, Dmerriit. Thanks for following up with the Community about this. I appreciate your screenshot and detailed information. That helps me better understand what's going on.

I've reviewed our ongoing/solved investigations and can confirm there's currently no records of users without access to sensitive reporting being able to see payroll details.

Since one of yours is accessing this info while they're set to No Access, I'd recommend using our Verify Data feature to see if anything needs to be rebuilt.

Here's how:

  1. Choose Window, then Close All.
  2. In the top menu bar, go to File
  3. Click Utilities.
  4. Select Verify Data.

Once you've finished verifying, you'll see one of a few possible messages. I've listed each of them and their meanings:

  • "QuickBooks detected no problems with your data," - No action is required.
  • "Your data has lost integrity," - This indicates that there's data damage in your company file. You'll need to perform a rebuild to correct the problem.
  • An error message could display. If so, there may be a resource about it on our support site that provides specific instructions for what to do.

If your Verify/Rebuild Data utilities didn't solve the issue, you'll want to get in touch with our Customer Care team. They'll be able to pull up your account in a secure environment, conduct further research, and create an investigation ticket if necessary.

They can be reached while using QuickBooks:

  1. In the top menu bar, go to Help, then QuickBooks Desktop Help.
  2. Click Contact Us.
  3. Enter a brief description of your issue in the Ask a question (or tell us what's wrong) field.
  4. Press Continue.
  5. Select We’ll contact you for a callback or Message Us to start an instant messaging session.

Be sure to review their support hours so you'll know when agents are available.

Please don't hesitate in sending a reply if there's any questions. Have a wonderful Friday!

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