How to preview what a user's access will look like?

Hi there, elizabethaem.

I'm here to help you set up limited access in your client's account.

In QuickBooks Online Advance, you'll have the option to add a standard user or assign custom roles to give the users only the access needed. I'll show you how.

These are the steps to add a standard user:

1. Access your client's account.
2. Go to the Gear icon.
3. Select Manage users.
4. Click Add user.
5. Choose Standard user.
6. You can select either to limit their access to customers or vendors.
7. Hit Next, then select the necessary option on the user setting page.
8. Once done, click Next.
9. Fill in the user contact information.
10. Select Save.

Here's how to add custom roles:

1. Go to the Gear icon.
2. Select Manage users.
3. Click Add user.
4. Choose Custome role, then click any applicable roles needed for the user.
5. Hit Next.
6. Fill in the contact information.
7. Once done, click Save.

You can review the articles below for your reference: 

• Add and manage custom roles in QuickBooks Online Advanced.

• User roles and access rights in QuickBooks Online.

In addition, I've got this resource if you need to modify a user's access anytime: Add, delete, or change user access.

Let me know if you need further assistance with managing user's access. I'm always here to help you.

Your answer does not address my question. There are 1000s of posts in your community on how to create users which I fear might be why I was unable to find the answer that I need. Please re-read what I asked as I am not sure how to re-word it.

I'll guide you set up limited access in your client's account, @elizabethaem.

In QuickBooks, only the primary admin can manage users. Once the primary admin is logged in, you can again follow the steps shared by my colleague.

Also, you can learn more about user roles. You can maximize the Here are the roles you can assign to your users and how they work section from that article.

If the primary admin gets the same result after logging in, I suggest performing the basic troubleshooting. This way, we can identify if it's a browser-related issue.

First, log in to the account using an incognito browser. Here are the shortcut keys to open it:

• Press Ctrl + Shift + P for Internet Explorer or Firefox.
• Press Ctrl + Shift + N for Chrome.
• Hold down Command + Shift + N for Safari.

If you're able to manage users seamlessly, then you'll have to clear your regular cache browser.

Just leave a comment below if you have further questions. I"ll make sure to get back to you. Stay safe!

It is not clear as to what you are trying to help me with. You do not mention in your post anything about how to PREVIEW what a user will see with the access that I setup for them? I don't know if there should be a button somewhere that says "preview" or what? Seems the only way to do this is to create a 'fake' user and log into it to see what it looks like. Again, I remember being told in a QBO webinar that what I am asking for is supposed to be available. If there is a future release date of this, please let me know.

You're correct, EtherealCat. You can review what a user can do on your QuickBooks account.

With QuickBooks, you can assign either a Standard user, Time tracking-only user, Take payments-only user, Reports-only user, Limited, All access, or None.

To review their roles, you can check this reference: User roles and access rights.

In case your users or you, forgot your credentials, you can recover it. Here's an article as your guide: Reset your password or recover your user ID.

That should do it. Keep me posted if anything arises. I've got you covered!

Again, not what I asked. Because your employees do not have the knowledge to answer higher level questions, you are alienating and frustrating your Expert ProAdvisor users (such as myself) and very strong advocates for your software (also me). My 16 year relationship with my love for QB is starting to have doubts. Please do not respond to this post! My patience with QB support is wearing thin. I will give national support one more go, as that was useless the last time I tried it. The person I talked to didn't know what "QBOA" was.

There was a preview option because I remember using it when creating roles for a client in their QBO Advanced account last year. But now, it is missing. Intuit must have nerfed it. 

@Go Get Geek Thank you for confirming that it is now missing. I knew it was a feature at one time and was searching for how to do it. Hope they bring it back.