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Dmerriit
April 1, 2021
Question

Hide employee center from restricted users

  • April 1, 2021
  • 20 replies
  • 100 views

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.  

20 replies

Archie_B
Level 6
April 1, 2021

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!

DmerriitAuthor
April 1, 2021

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

    Rubielyn_J
    Rubielyn_J
    Level 8
    April 2, 2021

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


    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.

    Jessicah177
    June 16, 2021

    Hello!

     

    I have the same question and am using Enterprise.  When I hide the "center" from my user they are unable to access vendor information.  I need them to be able to see vendor and customers, just not sensitive employee information. Help please??

    Joel1911
    November 24, 2022

    I have set up a user in QB Desktop Pro with no payroll access and no access to restricted reports however they can still access the Employee Center and the Employees Tax in the Employee Center and see a list of Employee Names and net pay cheque information.  Not hard to work back to figure out the gross pay and certainly shows the differences in wages between employees.  This seems to  be a very serious security breach or failure.

      dawndnelson
      February 7, 2024

      This is a REAL problem. I too have employees with restricted access but they can still see employee information, including the net pay. Which creates a whole new issue when they can figure out about how much another employee is making.  Intuit needs to come up with a solution to restrict ALL employee and payroll information from those not authorized not matter what version we are using.  

      JamaicaAQuickBooks Team
      QuickBooks Team
      February 7, 2024

      I understand the need to restrict user access to the Payroll Center to avoid conflict between your employees, @dawndnelson. We can go over some troubleshooting to verify why they're able to see behind their limitation.

       

      First, review the predefined roles you've set. Please know asterisk (*) determines unrestricted access to view all transactions in your account. You might want to start from there and remember any adjustments made apply to all users with that role. I'll show you how:

       

      1. Go to the Company menu, then pick Users.
      2. Select Set Up Users and Roles.
      3. Enter the admin password, then click OK.
      4. In the Role List tab, choose a role, then Edit to review its permissions.
      5. In the Area and Activities section, determine an area of your accounts. You can select None, Full, or Partial to set the access level.
      6. Once done, hit OK to save.

       

      Next, we can proceed to the steps below to verify and rebuild data if the issue persists. This process scans your company files for errors or data damage.

       

      1. Select File, then pick Utilities.
      2. Click Verify Data, then OK to close all windows.
      3. Go to File again, then choose Utilities.
      4. Tap Rebuild Data, then OK to close all windows.
      5. Follow onscreen instructions.

       

      However, I recommend contacting our Support Team if the suggested actions above do not resolve this issue. It is to ensure we cater to your needs on time.

       

      I've included a couple of resources about handling users that may come in handy moving forward:

       

       

      I encourage dropping your response in the comment section below after following these measures. Doing so helps us deliver the help you need regarding user boundaries.

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