How to Add, delete, and change user access in QuickBooks online

QuickBooks online software offers multiple useful features to its users. If you are an administrator, you have the right to access any file and perform any operation. However, you also have the right to add, delete, or change user access for other users to limit their actions. 

For example, all employees of your organization probably must need access to any particular QuickBooks tool to make a record of their work. Some of your employees need to access inventory management sheets and some might need access to customers’ personal information or credit card information for different needs. So in altering user access helps limit errors and keeps your business’s details more secure.

So today’s blog is all about you can manage who is able to access your books in QuickBooks Online. Adding more users can be helpful for your organization to run more effectively, which you do not need to do these all. Here’s we have listed all steps you can follow in order to add a user, delete a user, or change a user’s access.

How to add a QuickBooks Online user

The basic two steps are involved to add a QuickBooks online user: inviting your users through the mail and accepting by your users. Here is how you can set up to add a new user to your account.

Firstly, Invite the user

  1. Go to the Settings option, then click on the Manage Users. If you are not able to click on this, it means you do not have permission to add, delete, or change other users. Make sure to contact your admin user for this.
  2. Hit on the Add user.
  3. Choose the user type you have to create. There will a lot of options appearing on your screen depending on the user type you choose.
  4. Type the name and email address of your new user, then hit on the Save.

What to do if you are seeing a user limit?

QuickBooks Online provides a limited number of users depending on the type of subscription you have.  So if you are getting the message of limit users, it’s because you have crossed the user limit according to your subscription.  

Now, tell your users to accept the invitation

When you complete the first steps to invite your new user, Your user will immediately receive an email from quickbooks-email@intuit.com. It will have the name of your business with a message that says “Ready to get started? Let’s go!”

Your users will have to click on the “Let’s go!” link from the email they got.  This step will take them to login in or the account creation page. They will have to login in or enter details in order to create a new account.

What to do if the user has an account

In case your user gets the sign-in page and is not sure why, the reason because the provided email address is already used for an Intuit account. It might be possible for a different product or service. It is okay for them to login in using that email address if it is not of anyone else email address. And if your users are not sure they have a chance to go with the option  “I forgot my user ID or password” from the bottom of their screen.

How to delete a QuickBooks Online user

You can get the history of your users that is available in your audit log, even if you have been deleted that user.

  1. Go to the Settings option, then click on the Manage Users. If you are not able to click on this, it means you do not have permission to add, delete, or change other users. Make sure to contact your admin user for this.
  2. Select the name of the user you have to delete. Click on the small arrow icon from the Action column.
  3. Choose the option to delete, then hit on the Delete option again from the confirmation window.

Edit what a user can do and see (user type)

There are some types of users available that you are not able to edit into some other different type. For example, you will not able to edit a time tracking user into a standard user anymore. In such cases, you can just delete that user, and add them again as a new user.

  1. Go to the Settings option, then click on the Manage Users. If you are not able to click on this, it means you do not have permission to add, delete, or change other users. Make sure to contact your admin user for this.
  2. Select the name of the user you have to edit. Click on the Edit option from the Action column.
  3. From the window that appears you, click on the User type drop-down button. Choose the user type access you want them to be. There will a lot of options appearing on your screen depending on the user type you choose.
  4. When you are done with your edit operation, click on Save. Then ask your user to log out and again log in to see the change you made.

Frequently Asked Questions

See what are the frequently asked questions regarding adding, deleting, and editing/changing user access.

I invited a new user, but they have not got an email?

It might be possible that invitations get misplaced. First, ask your user to check their junk folder. In case they did not find the invitation in their junk folder, get them to add the email addresses of Intuit’s service in their email list of accepted senders.

How many users am I allowed to add?

As said, it totally depends on the types of subscription you have. If you want to ee detailed information on user limits, visit the Intuit site.

Does the invitation link to a new user expire?

Of course yes, invitations will expire after 48 hours when you send them.

My new user did not accept the invitation before 48 hours, what should I do?

We can solve your problem! Do not try to resend a new invitation if it has been expired. Instead, delete the user from your account by following the above step and add them again. Once you add your user again, they will get a new invitation link automatically by Intuit.

I am getting an error message when I try to add a new user

QuickBooks Online utilizes your browser cache and cookies in order to run faster. However, sometimes these can lead to blocking web pages from loading. So if you are getting issues when you try to add a user, clear your cache and cookies.

Conclusion

By following the above mentioned steps you will be able to add a user, delete a user, or change a user’s access in no time. We hope that this blog has provided you with sufficient details and steps regarding your query. Now, there are moments, when even though you have followed all the steps accordingly as illustrated in the article, you might be unsuccessful in adding a user, deleting a user, or changing a user’s access. In such cases get in touch with our QuickBooks Support team at 1-888-614-0555. Our expert support team will ensure that all your QuickBooks related glitches are dealt with in the most professional way.

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