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ajm01998
Level 3

Who can invite employees to QuickBooks Workforce?

My boss has the Admin role in QuickBooks Desktop, he is the only one with that role (I don't actually know if more than one user can have that role).  He is able to invite employees to use Workforce online to see their pay stubs and W2s.  He would like someone else to be able to send the invitations, but he doesn't want anyone else to be an Admin in QuickBooks Desktop.  Has anybody been able to set up their user permissions such that someone other than the Admin can invite employees to Workforce?

Solved
Best answer February 05, 2021

Best Answers
K_Siman
Intuit

Who can invite employees to QuickBooks Workforce?

Hello @ajm01998! Thanks for coming back and asking these questions. I did a bit of research and I have an answer for you. 

 

You're not able to go back to the previous platform since typically each upgrade brings new features and better functionality. With that being said, your feedback is really important to us and I have a way for you to let our developers know why this feature should be included in your account. 

 

Go ahead and navigate to this web page to give product feedback: Feedback for QuickBooks Desktop

 

I appreciate you taking the time to do this, and please don't hesitate to reply to this post with any other questions you have! We're all eager to help. :)

View solution in original post

17 Comments 17
Rea_M
Moderator

Who can invite employees to QuickBooks Workforce?

Hello there, @ajm01998.

 

Currently, inviting employees to QuickBooks Workforce will depend on the payroll service you have in QuickBooks Desktop (QBDT). When your company is using a new payroll service, only the QuickBooks Administrator can do the process. However, all those users who have access to the payroll account can send a workforce invitation through the old payroll platform.

 

Whenever everyone is ready, follow the step-by-step guide provided in this article to invite an employee to QuickBooks Workforce: Invite your employees to QuickBooks Workforce to see pay stubs, W-2s, and more.

 

Also, here's an article that answers the most frequently asked questions about QuickBooks Workforce: View paychecks and W-2s.

 

I'm just around to help if you have other payroll concerns and inquiries about managing employee accounts in QBDT. Take care always.

ajm01998
Level 3

Who can invite employees to QuickBooks Workforce?

Thank you!  I tried reading those links to figure out which service I was using, but all that I could tell was that I was using Enhanced Payroll.

 

I couldn't quite tell from the response whether companies that are using the new payroll service still have access to the old payroll platform.  If so, what steps are needed to access the old platform?

 

Lastly, I'm wondering if there are plans to enhance the new payroll service to allow users with access to the payroll account to send Workforce invitations.  In my opinion, sending an invitation email is not such a sensitive task that only an administrator should perform it, and it creates a bit of a bottleneck when the administrator has more urgent tasks to complete.

K_Siman
Intuit

Who can invite employees to QuickBooks Workforce?

Hello @ajm01998! Thanks for coming back and asking these questions. I did a bit of research and I have an answer for you. 

 

You're not able to go back to the previous platform since typically each upgrade brings new features and better functionality. With that being said, your feedback is really important to us and I have a way for you to let our developers know why this feature should be included in your account. 

 

Go ahead and navigate to this web page to give product feedback: Feedback for QuickBooks Desktop

 

I appreciate you taking the time to do this, and please don't hesitate to reply to this post with any other questions you have! We're all eager to help. :)

ajm01998
Level 3

Who can invite employees to QuickBooks Workforce?

Thanks for the reply.  I'm sorry that there is no solution available, but I submitted the feedback for consideration.

Teresa Hayes
Level 1

Who can invite employees to QuickBooks Workforce?

Re: Who can invite employees to QuickBooks Workforce? I received an invite to the online Quickbooks but it keeps giving me old log ins and they lead me to my old QB online. How do i accept the invite and get into my client's quick books online

Teresa Hayes
Level 1

Who can invite employees to QuickBooks Workforce?

I received the invite to my client's quickbooks but i can't get in.  It keeps giving me old log ins that lead me to my old quickbooks not my clients quickbooks

Jen_D
Moderator

Who can invite employees to QuickBooks Workforce?

It's great to have you as a new member of the Community, @Teresa Hayes,

 

We currently have an ongoing issue with users that are unable to accept Workforce invites. Our engineers are already working on the fix to resolve this as soon as possible.

 

I recommend contacting our Support Team to add your account in the notification list of affected users and get live updates in your email. Provide the investigation number INV-50636 to our representatives. Here's how to get our contact information:.

 

  1. Open QuickBooks and click the Help menu.
  2. Select QuickBooks Desktop Help.
  3. On the pop-up screen select Contact us.
  4. Click the Search for Something else button then type your concern in the Ask us anything box.
  5. Hit Search then scroll down to get your contact options.

 

Refer to this article to learn more about our contact options and support availability: Contact QuickBooks Desktop support

 

Kindly post an update here after calling our support. I want to make sure this is taken care of and I'll be right here if you need further help with anything in QuickBooks Desktop. Have a nice day!

delia1984
Level 1

Who can invite employees to QuickBooks Workforce?

Re: I'm the admin and I can't access workforce intuit to invite employees

Maybelle_S
QuickBooks Team

Who can invite employees to QuickBooks Workforce?

I am delighted to have you here, @delia1984.

 

Usually, this error occurs when your data is damaged or corrupted. We can run the Verify/Rebuild tool utility to detect the data damage. 

 

Here's how:

 

1. Go to the File menu, then hover over Utilities.

2. Select Rebuild Data.

3. On the QuickBooks Information window, select OK. Follow the onscreen steps to save a backup.

4. Let the tool repair your file. It may take some time. QuickBooks may seem stuck, but as long as you can move your mouse, the tool is working.

5. When the tool finishes, select OK.

6. Go to the File menu, and then hover over Utilities.

7. Select Verify Data.

8. Let the tool check your file for data issues.

 

If QuickBooks doesn't find any problems, select OK. However, if QuickBooks finds an issue with your company file, click Rebuild Now.

 

Also, make sure QuickBooks has its latest release. This is to ensure that everything is up to date.

 

Just in case, I'll add this article for future reference:

 

 

I want to make sure everything is taken care of for you, so please let me know how it goes or if you have any other concerns. I'm always here to help.

MBonner
Level 1

Who can invite employees to QuickBooks Workforce?

We have just turned on Workforce.  I have the same question.  Is there an answer.  Can we set it up to let the Payroll Admin invite employees to Workforce?  If it is only the Admin, it will never happen,

 

Thanks,

MariaSoledadG
QuickBooks Team

Who can invite employees to QuickBooks Workforce?

Let's make sure you'll be able to set up the Payroll Admin so you can invite employees to Workforce, MBonner.

 

A Payroll Administrator is authorized to process payroll, access all company's payroll information, and answers questions on behalf of the company principal regarding payroll data. Whereas, a Primary Principal is the owner of the company. Thus, he's the only one who provides authorization for major account changes. Furthermore, you'll want to update the Payroll Administrator information. To do this, follow the steps below: 

  1. In QuickBooks, go to EmployeesMy Payroll ServiceAccount/Billing Information.
  2. Sign in using your Intuit Account login.  This will open the Payroll Account Management  portal.
  3. Go to the Payroll Details section. Confirm the EIN showing is the right company for which you want to make changes on Payroll Admin.
  4. Select Edit next to the Payroll Admin heading.
  5. If you have signed up for the direct deposit, enter your PIN and select Continue.
    See also Change PIN for processing direct deposit payroll.
  6. Change the contact details of the Payroll Admin:
    • First name
    • Last name
    • Phone number
    • Email.
  7. Select Update. Wait for the confirmation then select Close.
  8. Review the updated Contacts information and close the Payroll Account Management portal.

 

If the listed principal is no longer with the company, you can request to replace the current principal. Please check out this article for more information: Change Primary Principal For Basic, Standard, and Enhanced Payroll. Also, in case the primary admin doesn't remember their login information, you can send a request to our team to transfer the primary admin role

 

In addition, you may take a look at how you can invite employees. I've added this article for your reference: Use Employee Self-SetUp For QuickBooks Desktop Payroll.

 

Reach out to us if you have any concerns about payroll. We're here to make sure that everything is taken care of. 

tktjohnson03
Level 2

Who can invite employees to QuickBooks Workforce?

I can't believe it's been a year and still only the Admin can invite employees to Workforce. This is definitely not sensitive and someone other than Admin should be allowed to do it. 

ChiefAccountant
Level 1

Who can invite employees to QuickBooks Workforce?

Is the Payroll Admin able to invite employees to Workforce?  I have my employee listed as the Payroll Admin but it's requiring the Primary Admin to send the invitations.

Tori B
QuickBooks Team

Who can invite employees to QuickBooks Workforce?

Hi there, @ChiefAccountant.

 

As my colleague has mentioned above, a Payroll Administrator is authorized to process payroll, access all company's payroll information, and answers questions on behalf of the company principal regarding payroll data. Whereas a Primary Principal is the owner of the company. Thus, he's the only one who provides authorization for major account changes. 

 

With that said, you will need the Primary Admin user to send the invites to your employees. If you wish to change your Primary Admin, you can follow the steps included in the help guide I've included below. 

 

 

Please don't hesitate to let me know if you have any questions or concerns. I'm always around to lend a hand. Take care!

 

 

tktjohnson03
Level 2

Who can invite employees to QuickBooks Workforce?

Can I please put in a request to have a lower level payroll clerk or similar be able to send out invitations to Workforce? That is a very basic simple task and should not be ONLY for the Admin or Payroll Admin. Plus the process is clunky and time consuming, who's got the time for that? 

ChiefAccountant1
Level 1

Who can invite employees to QuickBooks Workforce?

Thank you for clarifying. I was just confirming that after numerous requests over the last 2+ years that Intuit has not made a change to this. I would not consider sending an invite to employees to sign up for Workforce access to be a major account change that only the Admin is able to perform. I would also never consider giving my payroll clerk Admin privileges.

LieraMarie_A
QuickBooks Team

Who can invite employees to QuickBooks Workforce?

Hey there, @tktjohnson03.

 

Thank you for your feedback and suggestion regarding the ability to allow lower-level payroll clerks or similar roles to send out invitations to Workforce. I appreciate your perspective and understand the importance of streamlining processes for efficiency.

 

I encourage you to add your vote for this one by sending a feature request in the Feedback section within QuickBooks. Our product development team reviews all the feedback we receive to ensure we’re meeting the needs of our customers.

 

Here's how:

 

  1. Go to the Help menu.
  2. Choose Send Feedback Online and select Product Suggestion.
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  3. Click the Product Area drop-down menu and select a category.
  4. Enter your comments or product suggestions.
  5. Select Send Feedback.

 

Additionally, you can check out these articles to learn how to add, edit, and troubleshoot login and restrictions:

 

 

The Community is always here if you need further assistance with managing your employees. It's our priority to ensure your success. Take care and have a great day!

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