How do you get Quickbooks online to allow you to change an employee's email address?

You've come to the right place for assistance, Hrstar. Let me help you change the employee's email address in QuickBooks Online.

When managing employee information, if they've set up and were invited to QuickBooks Workforce, updating their email address details inside QuickBooks won't automatically apply its changes to the online workforce. If their Workforce accounts are already active, they can update their info directly within their accounts. Here's how:

1. Let them sign in to Workforce.
2. Go to the Gear icon and select Account Settings.
3. Select the Sign-in & Security tab.
4. Click Email address.
5. Enter the new one and confirm it.
6. Select Save. A confirmation will be sent to the new email address.

Keep in mind that they'll need to use the new email address to log in to Workforce and access their pay stubs. Then, make sure to update their information on your record. 

Moreover, once everything's good, you can employees can check out their pay stubs and review their W2s.

We'll be available in this forum if you require additional assistance managing and updating employee information in your account. Feel free to let us know in the comments below. Keep safe!

Thank you for the reply.  However, this solution will not work.  The email that is input is not correct.  So, the employee cannot sign in to Workforce.  The email needs to be corrected.  Please advise.

Thanks for keeping us updated, Hrstar. Changing the employee's email address for viewing your pay stub is quick and easy.

We can update it from the employee's profile in QuickBooks Online (QBO). I'd be glad to show you how:

1. Go to Payroll from the left menu and choose Employees.
2. Click on the Employees tab.
3. Select the employee's name to open the Employees Profile.
4. Click Edit to update the email address.
    

Once done, try resending the invitation to the new email address. Then, your employee will receive a new invitation. You can refer to this article for more details about how your employees get access to their paychecks and W2s: Invite employees to see pay stubs and W-2s online.

I've also included this helpful article to learn more about the Workforce and how it works: View your paychecks and W-2s online in QuickBooks Workforce.

Don't hesitate to visit us again here if you need additional assistance updating employee information in your account. Looking forward to helping you out again.

This solution also does not work.  When you update an employees email address in their QBO profile, and then click on permissions to resend the invite, you can see that it does not update that new email address to the workforce profile.   I found some instructions on google that say to turn off the employees workforce access using the actions dropdown, but that option does not exist on the actions dropdown.

Employee still has no access.  Please assist.

Let me offer a workaround so your employees can access Workforce with the updated email address, @tvoss98.

Please know that updating an employee's email address in their QuickBooks profile will not automatically change the information in the Workforce system.

However, you can re-invite your employee using the updated email address from their QuickBooks profile to ensure they can log into Workforce with the correct credentials. Here's how you can do that:

1. Navigate to Payroll, then Employees.
2. Choose an employee.
3. Select the Permissions tab.
4. Click Send invite.
   

If the issue persists, please contact our Payroll Support team to have them take a look at this behavior and investigate it to ensure your employees can update their email address that syncs with Workforce.

For future reference, you can provide this article to your employees: View and print your W-2s and other documents in QuickBooks Workforce. This will help them see and print their paychecks, W-2s, and personal info in Workforce that you've  shared with them.

Let me know how things go, and if you have further questions about accessing Workforce. I'm more than happy to help you again. 

I found it and want to share the answer.  (Because it was not easy to find, and I wasn't even sure I was doing it right until afterwards)

For full context, my client's employee's old email was in the file instead of her current email; this was the email I was given by her boss, my client.  I updated the employee's email in the "Profile" tab but could not find how to update the email address her Workforce reminders were being sent to, the same email the original invite was sent to, the old email.

The Google answer previously mentioned was nearly correct.  But the answer is not in the "Actions" dropdown.  Instead, within the "Permissions" tab, to the top-right, is a link to Edit with a little dropdown arrow next to that.  For this specific context (employee has not yet signed up), this dropdown arrow shows the option to "Cancel Invite."  QBO is kind enough to warn you that this is a bad idea; do it anyways.

Before you do anything else, verify that the email address in the "Profile" tab is updated.  You probably updated this already before finding this QB Support thread.  But it is worth mentioning here because the Profile tab needs to be correct before you move on . . . 

After that, you can click the link in the "Permissions" tab to send a completely new invite and QBO will automatically pull the updated email address from the "Profile" tab.

Update Shay's email address
Resend Workforce invite to corrected address
Thank QBO for being simple, user-friendly & intuitive
Move on to my next task for the day