How to Create & Set Permissions for New Users in QuickBooks

It is always recommended to set up users with permissions in case you have multiple users working on the same QuickBooks file.

Permissions help assign transactions to users and any logged-in user is able to track changes made to the file. 

To create user login IDs and set permission for additional users, follow these steps:

Step 1.

Go to the menu bar from your QuickBooks application and click on “Company”. 

Step 2. 

From the Company drop-down menu, hover the mouse on “Users” and then click on the button that says, “Set Up Users and Roles” as illustrated in Figure 1.1.

Step 3. 

Once you click on “Set Up Users and Roles”, the “User List” window will open.

From the window, click on the button that says, “Add user” as illustrated in Figure 1.2.

Step 4. 

Next, you need to enter a username for the new user and a password. Enter the password again to confirm it. 

(the password is optional but recommended)

Step 5.

In case you did not enter a password for the new user, click on the “Yes” button to create a password. If you do not require a password for the new user, click on the “No” button to skip the step.

Step 6. 

After that, you need to choose the type of access that the new user will have. There are two access options, namely:

• All areas – This option will allow the new user to access everything in QuickBooks except the areas which require access from the administrator. 

• Selected areas – This option will allow you to choose which particular areas the new user can gain access to. The new user will only have access to the areas and sensitive information in the QuickBooks application which is selected here.

Step 7. 

Next, you will need to select permissions for every area through nine dialogue boxes consecutively. 

Step 8. 

Each dialogue box will allow you to set different access levels for different areas within the QuickBooks application. Here is a list of permissions that you can grant for an area (depending on the area some permissions might not be available):

• No access
• Full access
• Selective Access—which will include all or some of the following options:
  • Create transaction only
  • Create and print transactions
  • Create transactions and create reports

Step 9. 

In case you are not sure about the limitations that a particular permission setting offers in QuickBooks Pro or Premier version, it is recommended to opt for the “Create Only” option.

The “Create Only” option offers the highest level of security for user access.

Step 10. 

After you have set permissions for the new user, following the ninth screen, a tenth screen will appear where you can review the permissions given to the new user for each area.

This has been illustrated in Figure 1.3.

Step 11. 

After selecting “Create Only” for an area login to QuickBooks as the new user. Then try to access the area that the new user is supposed to work in. If the user is denied access to a particular area, QuickBooks will display a prompt that informs the user of the level of permission required to access that area.

Also, try to access an area that the new user is not supposed to access and make sure that you have not allowed permission for it.