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Level 1

Workforce and Terminated Employee Access

If an employee is terminated, will they still be able to access their Workforce account, particularly for when W-2s are issued?



3 Comments 3

Workforce and Terminated Employee Access

Hello @MarissaM,


Let me help share information about your employee access and permissions once invited to view their W2s on Workforce.


To start with, once an employee has been invited to access their W2s online, their account on the workforce will remain active. Even if their profile has been terminated, they can still use their access and the account cannot be deleted.


But if you will no longer need to use the workforce or your payroll system has been canceled, only then your employee account with the workforce will be deleted.


Learn more about the workforce with this article: Learn how you can invite your employees to see their pay stubs and W-2s. and let them add their pers....


Additionally, you can also browse for the content of this helpful article in case you need a report to review your employee's payroll transactions: Customize payroll and employee reports.


If you have any other questions, you can always leave them in the comments. I'll be here to lend a hand. Stay safe!

Level 1

Workforce and Terminated Employee Access

We did not have Workforce when an employee terminated.  However, we'd like them to be able to access their W2 online.  Is that possible?


Workforce and Terminated Employee Access

Good to see you in this thread, CRY95.


To have employees access their W2's online via QuickBooks Workforce, you may need to change their status to active as you can't send an invite to a terminated employee. Then, once done, you can change back their status to terminated. 


To change employee status, here's how:

  1. Go to the Employees menu at the top. 
  2. Select Employee center
  3. Click the drop-down arrow at the top of the list and set All Employees.
  4. Double-click the name of the inactive employee.
  5. In the Edit Employee window, click the Employee is inactive checkbox. 
  6. Hit OK

Next, invite the employee to QuickBooks Workforce. 

  1. Go to the Employees menu at the top. 
  2. Choose Manage Payroll Cloud Services. 
  3. Under QuickBooks Workforce, toggle the status to ON, then select Invite Employees.
  4. Choose the employee you want to invite. 
  5. Add their email address.
  6. Tap Send Invite.

After that, have your employee check their email to accept the invitation. 


Once done, you can change back the employees status to terminated.


For more information about the process above, see below articles:

For future help, here's some resource to help you get ready during tax season: 

Let me know if there's anything else I can do to help. I'm here to lend a hand. Take care and have a great day.

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