How to Change Employee Access Rights in QuickBooks

Overview

QuickBooks Online allows administrators to control what each user can see and do within the system. If an employee's role has changed or you need to adjust their access level, you can update their permissions through the Manage Users settings.

Steps to Change Access Rights

1. Click the Gear icon in the upper right corner.

2. Select Manage Users -- This shows a list of all users who have access to your QuickBooks account.

3. Find the user -- Locate the employee whose permissions you want to change.

4. Click Edit next to their name.

5. Update Access Rights -- In the access rights section, click Change and follow the on-screen instructions to adjust their permissions. You can choose from options such as:

   • Standard User (All Access) -- Full access to all areas
   • Standard User (Limited Access) -- Restricted to specific areas like customers/sales, vendors/purchases, or both
   • Reports Only -- Can only view reports, cannot enter or edit transactions
   • Custom -- Set granular permissions for specific features

6. Save the changes -- Click Save to apply the new permissions.

User Roles in QuickBooks Online

Role	Capabilities
Primary Admin	Full access, can manage billing and users
Company Admin	Full access except billing management
Standard User	Configurable access based on assigned permissions
Reports Only	View-only access to reports
Time Tracking Only	Can only enter time sheets

Notes

• Only the Primary Admin or Company Admin can change other users' access rights.
• Changes take effect the next time the user logs in.
• Review user permissions periodically to ensure they align with current job responsibilities.