It wont let me add an employee

Hello there, Gcscustome. Let's rectify the issue of why you're unable to add new employee profiles to QuickBooks Online (QBO).

One of the possible reasons you're unable to add a new employee is that a customer, vendor, or contractor is already using the name you're trying to add. QBO demands that every customer, vendor, and employee have a unique name. Doing so is necessary to ensure data integrity while generating reports and to ensure your entire accounting data is clear.

To review everything in your customer, vendor, contractor, and employee lists, let's make sure to include all added profiles, including those marked as inactive. See the screenshots below for reference:

If you have found the same name as the one you need to add, you can temporarily make it active and edit the name if you're not using it. Otherwise, a good workaround is adding a middle name, middle initial, suffix, or other modifier to slightly distinguish similar names, such as "Charmy Pap" and "Charmy G. Pap".

For more details about the process, feel free to check out this article: Fix "the name supplied already exists" error message in QuickBooks Online.

However, if this isn't the case, please provide a specific error message or screenshot when you attempt to add one.

Please don't hesitate to reach back out to the QuickBooks team if you need any other assistance setting up and managing your employees' information in QBO. Just click the Reply button, and I'll keep in touch with you. 

says social security number is being used by another employee but i havent entered in any of my employees yet

Good morning, @jan92. 

Thanks for chiming in on this thread. 

Let's work together so that you can enter your social security number for an employee. Using the actions below should help to resolve this error message: 

• Review and look for typos in the social security number
• Clear your browser's history

If none of these work, reach out to our Customer Support Team for further assistance. They'll be able to use a screen share tool to look over your account with you. 

Come back if you have any other questions. Have a wonderful day! 

We have two active QBO account subscriptions.  The last subscription, recently added, is not letting us add 2 of our employees.

An error these 2 employees are getting is: "Sorry, you can’t add data because your QuickBooks subscription isn’t active.
Please update your subscription or contact your administrator."

These employees are active in the other QBO subscription we have, which are both monthly paid subscriptions, and they are up-to-date.

How can we resolve this issue?

Thanks,

gfs3

Hi, Gfs3. This happens when user login credentials are linked to multiple subscriptions in QuickBooks Online (QBO). Because these employees are active in another subscription, their access rights could not assigned to the newly added subscription.

Alternatively, the system recognizes their profile from the original subscription, which restricts their ability to perform actions in the secondary subscription. To soothe things out:

1. Start by logging into the newly added QBO account using administrator credentials. Go to Settings (gear icon) and select Manage Users.
2. Then, check if the employees listed in the user list for the new subscription.
   
   

At this point, if employees are already listed, ensure their user roles are fully assigned. Click on each employee's name to verify their user type and access permissions. Oppositely, if the employees are not listed, add them manually.

To do so, select Add User, enter their email addresses (making sure they match those used in the other subscription and exclude invalid entries like special characters, and assign the appropriate roles to create their user profiles in the new subscription.

After you add employees or update their roles, ask them to log in again using their usual QuickBooks credentials. Their email accounts will now connect to both subscriptions.

Finally, employees can use the Switch Account option located in the gear icon at the top right corner of QuickBooks Online to toggle between subscriptions as needed.

Check out this article, which tackled roles and access permissions: User Roles and Access Rights.

Here's your guide beyond, if you want to Set up a pay schedule for your employees and Create and send your paychecks: Create and run your payroll.

Let us know if you need more help.