Adding Users in QuickBooks

Add users and give them access

Only the QuickBooks Administrator can do this task.


To do this task

  1. Go to the Company menu, click Set Up Users and Passwords, and then click Set Up Users.

  2. Click Add User.

  3. Assign a user name and password:

    1. Enter the name of the person in the User Name field.
    2. (Optional) Enter a password in the Password field and again in the Confirm Password field.
    3. Click Next.
  4. Choose whether this person will have access to selected areas of QuickBooks or all areas of QuickBooks.

    What do these choices mean?

  5. Click Next.

    • If you granted access to all areas of QuickBooks, you have no more selections to make. Click Yes to confirm that you want this person to have full access. Click Finish to complete the setup process.

    • If you are selecting the areas the user has access to, make your selections in the window. Click Next to go to the next window.

      What do the access levels mean?

  6. When the Changing or Deleting Transactions window opens, click Yes to the first question if you want the user to be able to edit and delete transactions in addition to creating them, and then indicate whether you want the user to have access to transactions from prior accounting periods.

    What do my responses mean?

  7. In the last window, review the table that summarizes the access rights you granted. If you need to make a change, click Prev to return to the appropriate window.

  8. Click Finish to complete the setup process.