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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?



5 Comments 5

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.

Level 1

Workforce and Terminated Employee Access

I do not see where I can make terminated employee active


Workforce and Terminated Employee Access

Welcome to the Community, and thanks for joining the thread to look for answers in making employees active, @Josephine4.


First, let's ensure that you have the latest tax table update. We use this often to fix record issues and download the most current tax rates and calculations in your account.


Also, if you're using QuickBooks Desktop Payroll, you can follow my peer's suggestion, @MirriamM

You can double-click the terminated worker's name and make sure to uncheck the Employee is inactive box to activate it again.


In case you might have deleted the employee in QuickBooks, it won't show after selecting All Employees. An inactive employee indicates an X mark.




In that point, you'll have to set up the worker's payroll information again. Let me show you how:


  1. Go to the Employees tab.
  2. Select Employees Center.
  3. Click the New Employee button.
  4. Fill in the necessary information.
  5. Under  Employment Info, select the type of employee in the FULL/PART TIME drop-down list.
  6. Click OK.


However, if you're using QuickBooks Online Payroll, here's how to make the employee active:


  1. Click Payroll in the left panel and choose Employees.
  2. From the Active Employees drop-down, select Inactive Employees.
  3. Select the employee's name.
  4. Beside the Employment, click the pencil icon to edit.

  5. Change the Status from Terminated to Active.

  6. Hit Done.


These are the steps that you may take a look at in the future when making employees active again.


I'll be adding a few articles that can help you along the way about managing employee's current positions:



Let me know in the comment how it goes and place additional questions or concerns about employees and payroll if you need further assistance. I'll make sure to help. Take care and have a nice day.

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