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Adding or removing authorized users from your account


This article details how to both add and remove authorized users to your Intuit Online Payroll or QuickBooks Online Payroll account.


You may grant both employees and non-employees (such as your accountant) user access to your account. Enabling another user grants complete access to your account, giving the user the same privileges as you. These privileges include creating paychecks, making tax payments, generating forms, and modifying account information.

Grant a user access to your Intuit Online Payroll account:

  1. Select Setup.
  2. Under Security and Access, select Payroll Account Access.
  3. If the prompt "Do you want to give others permission to work on your payroll?" appears, select Yes.
  4. Select the Add a User link at the bottom of the employee list.
  5. Enter the user's information and select the access checkbox.
  6. Select OK.

The following message appears:

John Doe is now set up as a user for your payroll account. Give John Doe the following security code : 18789. The first time John Doe logs into your payroll account, we will prompt for this code.


We have also sent an email to John Doe with a temporary User ID and password. John Doe will need both the security code and the temporary User ID (with password) to log in the first time.

Please make sure that the security code is written down and given to the person recently granted access to the payroll account.

Note: If this code becomes lost, remove and re-grant access to the user to generate a new one.

Log in procedure for users who have been given access to your account:

  1.  After access is granted, users receive an email with their temporary user ID and password.
  2.  Users then can log in at
  3. They are prompted to create a new user ID and password upon first login, along with verifying the last 6 digits of their Social Security number or security code.

To remove a user from your Intuit Online Payroll account:

  1. Select Setup.
  2. In the Security and Access section, select Payroll Account Access.
  3. Select Enabled to the right of the person's name.
  4. Uncheck Allow <user name> to work on your payroll account.
  5. Select OK.

Resetting the password for an authorized user:

  1. Select Setup.
  2. Select Payroll Account Access.
  3. Select Enabled to the right of the person's name.
  4. Select Reset <username's> password.

This will trigger an email to the user that will contain a temporary password for them to use. Because the password is case sensitive, you should recommend that the user cut and paste the password directly from the email. Upon the user's next login, they will be prompted to change the password to something they can better remember.

Note: If the authorized user is an employee who is also set up for electronic pay stub access at, this will also reset their pay stub access password. (The employee uses the same login credentials for both payroll account access and pay stub access.)

QuickBooks Online Payroll

To add a new user to your Quickbooks Online Payroll account:

  1. Select the Gear Icon on the top right, then select Manage Users.
  2. Select the New button on the bottom right.
  3. Select what type of user you want them to be: Regular User, Company Admin, Time Tracking Only or Report Only. Select Next.

4. Set user's access rights. Select Next.

5. If you select All in the user access rights, you can set User's administrative rights. Select Next.

6. Enter new user's email address and name. Select Next.

7. Select Finish.

To remove a user from your Quickbooks Online Payroll account:

  1. Select the Gear Icon on the top right, then select Manage Users.
  2. Select to highlight the name of the person you wish to remove.
  3. Select Delete.

Related Articles

Set up pay stub access for an employee or contractor (

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