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Level 2

How to view and edit employee information

Where is the screen to edit or view an employee's personal information such as address and phone number?  I see the reports to view Employee Directory and Employee Details, but that doesn't let me edit.  I converted from QB Desktop and there was a lot more employee information that I'd like to see.  I understand if I lost my custom fields, but hopefully things like position, supervisor, emergency contact are all still available.

Solved
Best answer 01-14-2020

Best Answers
Highlighted
QuickBooks Team

How to view and edit employee information

Hello there, lhirsch.

 

Here's the sample screenshot for your reference:

 

 

This article also includes more details on how you can edit the employee's information in the future: Add or edit an employee in Online Payroll.

 

I'm only a post away if you have any additional questions about QuickBooks Online. Take care!

View solution in original post

11 Comments
Highlighted
QuickBooks Team

How to view and edit employee information

 Good afternoon, @lhirsch.

 

I’m here to get you back to business with editing and viewing employee information. You can update your employee’s information if there is any update.

 

Here’s how:

 

  1. Select Workers from the left menu > Employees.
  2. Choose the name of the employee whose details you want to change.
  3. Make your changes, then Save them.

 

Let me know if there is anything else I can help with. I hope you have a good rest of your day.

Highlighted
Level 2

How to view and edit employee information

I've seen this solution many times but it is not accurate, at least in my situation.  This solution only allows updating of a few payroll related bits of information.  I need to view and edit all employee information such as address and phone number.

Highlighted
QuickBooks Team

How to view and edit employee information

Good afternoon, @lhirsch.

 

Welcome back to the Community!

 

Let's get your employee information updated.

 

Update an employee from their Employee profile

  1. Go to Workers, then Employees.
  2. Select the employee's name.
  3. Choose Edit ✎ on the section you want to update.
  4. Edit their info and select Done.

That's all there is to it!

 

If you have any other questions, I'm only a reply away. Have a great week!

Highlighted
Level 2

How to view and edit employee information

As I said, there are only a few payroll related items when doing what you described.  I attached a screen capture.  How do I edit the address or phone number (among other things)?

 

 

Highlighted
Moderator

How to view and edit employee information

Hi lhirsch,

 

Thank you for providing additional information and screenshot of the problem. The option to edit an employees profile is only available when the employee set up is completed and you have run your first payroll.

 

If you still haven't completed the payroll setup, review and enter all the required information on the employee's profile. This is to make sure you can proceed to the page where you can enter the additional details.

 

However, if the data is correct and you're still getting the same problem, refresh the app to download critical updates. Do this by going to the Help menu and selecting Reset App Data.

 

 

You can also complete the setup in the web. Simply open a supported browser then go to qbo.intuit.com. Sign in using your QuickBooks credentials and try editing the employees profile again.

 

 

Refer to the article below for the steps on how to add employee's data: Add or edit an employee in Online Payroll.

 

Kindly update me once you've tried the steps, as I want to make sure you're all set. I'm also here if you need further help with this. Have a wonderful week!

Highlighted
Level 2

How to view and edit employee information

Thank you.  I logged in using a browser as well as Reset App Data to no avail.  If I understand correctly, I have to run a payroll before I can see or edit employee information such as address and phone numbers.  In that case, we run payroll at the end of the month so I will have to wait.  As far as I can tell, everything is setup for the payroll - just waiting to do it in a couple of weeks or so.

 

It would seem that I should be able to view employee contact information regardless of if I purchase and use a payroll product.  What I understand you to say is that if I want to edit an employee's address, I have to purchase payroll?

Highlighted
QuickBooks Team

How to view and edit employee information

Hi lhirsch,

 

You may need to purchase payroll subscription so you can use payroll in QuickBooks Online (QBO). Let me provide you more information about this.

 

You can edit your employee's profile even if you haven't run your payroll yet. You can follow the steps provide as mentioned by @Joshua R.

 

To give you more information on how to get started with payroll, here's an article more information: Get Started With Payroll.

 

Let us know if you have any other concerns about payroll. I'll be right here to help.

Highlighted
Level 2

How to view and edit employee information

My payroll is fine.  It is purchased, setup, and ready to run.  I don't think payroll has anything to do with my issue.  We can probably quit discussing payroll.  (If I don't get an answer prior to running payroll at the end of the month, I will hope that @Jen_D 's advice will work: "The option to edit an employees profile is only available when the employee set up is completed and you have run your first payroll.")

 

The traditional wisdom is to click on the employee name such as @Joshua R  gave above:

Update an employee from their Employee profile

  1. Go to Workers, then Employees.
  2. Select the employee's name.
  3. Choose Edit ✎ on the section you want to update.
  4. Edit their info and select Done.

Let's focus on step 3.  Can someone send me a picture or at least tell me the heading of the section where I can edit employee details such as address, emergency contact, telephone number, et cetera?

Highlighted
QuickBooks Team

How to view and edit employee information

Hello there, lhirsch.

 

Here's the sample screenshot for your reference:

 

 

This article also includes more details on how you can edit the employee's information in the future: Add or edit an employee in Online Payroll.

 

I'm only a post away if you have any additional questions about QuickBooks Online. Take care!

View solution in original post

Highlighted
Level 2

How to view and edit employee information

Great!  This is what I was looking for.  I will "Accept as Solution" after I run payroll and it works.

 

I still don't see phone numbers in the screen capture.  There was a lot more information in Desktop QB employees.  Is there a list of fields that compare employees in online versus desktop?

 

I also have to say that it is silly to require payroll just to have basic employee information.

Highlighted
QuickBooks Team

How to view and edit employee information

Let's click the pencil icon on the Profile section, lhirsch.

 

This will route you to a page where you can update the employee address, phone number and more. I suggest using the Notes field to record the emergency contact number since this option is unable in QuickBooks Online.edit ee.PNG

edit ee 1.PNG

Also, you can check these pages for more guides and articles about payroll:

In addition, this articles will show you how to set up and start using payroll for both QuickBooks Desktop or QuickBooks Online.

 

Keep your posts coming if you need anything else. I'm here to help.

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