Can i set a user profile to enquiry only across all functions? If yes, how do I do that?

Hello there, mike-gray.

Yes, you can. We have an option to set users as Read-only access which means, they can see all reports, except ones that show payroll or contact information. This user type is unable to enter and edit transactions.

If you mean to set a user in this way, you can follow the steps below:
 

1. Go to the Gear icon.
2. Select Manage users under Your Company.
3. Within the User tab, click the Add user button.
4. Select Reports only. Then, Next.
5. Enter their name and email address.
6. Then, Save.

Here's a sample screenshot for additional reference:

Then, let the user check their email and accept the invitation to they can see reports and data.

On the other hand, you can check this article to learn more about the access that we can give to a user in your account: User types and user permissions in QuickBooks Online. 

If you want to change their access, you'll need to delete them as one of your users and invite them again to the right access you'll want to give them. Also, you may use this reference to learn about fixing errors or when an invited user did not receive your email invitation.

Please let me know if you're referring to something else. I'm always around to guide and help yo further. Take care and stay safe!

Hi there Sarah Ann.  Thx for the quick reply.  I have followed your response but after selecting "Add User" button I get the screen as in the attached file, which doesn't have a "Reports only" option.  can you help please?  Thanks.  Mike

Hi, @mike-gray. 

Thanks for the additional clarification of you being unable to see the Reports only option when adding a user to QuickBooks Online. Allow me to show you step by step of how to locate this option. Let's go through the same instructions that my colleague provided. 

1. Go to the Gear (Settings) icon. 
2. Under the "Your Company" column, pick Manage Users. 

       3. Click the Add User button. 

       4. Press the Reports only option and then Next. 

       5. Enter their email address and name. 

       6. Tap Save when done. 

You can learn more about managing and adding users with this helpful guide. 

If you have any other questions or concerns, feel free to ask. I'll always be around to help. Bye for now! 

Hi Candice C

Thx for the response.  I cannot see the same screen that you have sent me a copy of? 

Do I have to be a Master Admin user to see the screen options you have maybe?  I am just "Admin" user at the moment. 

I've attached a screen capture below.

Thx  Mike

HELLO. I was also trying to create a read only user but i only get the option for "time tracking only" and "take payments only". There is no option for "reports only". Could it be our subscription level?

Lets check your subscription level, @nonflaca33-yahoo.

The Report-only user is only available in QuickBooks Online Plus and Advanced. That said, If you subscribe to QuickBooks Simple Start and Essential this user role is unvailable for you.

If you consider upgrading your subscription, you can follow the steps below:

1. Go to the Gear icon.
2. Select Account and Settings under Your Company.
3. In the Billing & Subscription, select Upgrade your plan.

Once done, you can follow the steps shared by Candice C above on how to set up a Report- only user. You can also follow the steps on this article: Add and manage users in QuickBooks Online.

Also, to manage what your added users can and cannot do within your company file, you can restrict their access. Just click these links for reference:

• User roles and access rights in QuickBooks Online
• Learn about usage limits in QuickBooks Online

The Community is always open if you have further concerns about adding report-only users in QBO. Just post a comment below to notify me of your response. Have a good one.