Add and Manage Custom User Roles in QuickBooks Online

QuickBooks Online (QBO) is a powerful tool that helps businesses manage their finances. But it also offers features to manage your team's own access and permissions. Whether you're a small business owner or managing a larger team, customizing user roles in QuickBooks Online allows you to control who can see and do what within the system. It is that team members only see and interact with the information relevant to their responsibilities.

What Are User Roles in QuickBooks Online?

User roles in QuickBooks Online are like keys that unlock different parts of your account for different people. Each role defines what a person can see and what they can do within your QuickBooks account. This way, you can make sure that everyone on your team only has access to the information and tools they need to do their job.

Why Are User Roles Important?

Think of your QuickBooks account as a big house with many rooms, and each room contains different types of information. You wouldn't give everyone the key to every room, right? Some people might only need access to one or two rooms. For example:

• Accountants: They might need access to all your financial records because they manage your books, prepare taxes, and handle payroll.
• Sales Team: They might only need access to the invoicing section, where they can create and manage invoices for customers.

By giving each person a specific role, you ensure they only see and work with the information they need. This helps in several ways:

1. Reduces Confusion: If someone only sees the parts of QuickBooks that are relevant to their job, they won't get overwhelmed or confused by unnecessary information.
2. Prevents Mistakes: Limiting access to sensitive areas means fewer chances for someone to accidentally change or delete important data.
3. Protects Sensitive Information: Not everyone in your company needs to see your bank accounts or payroll details. By setting up roles, you can keep this information safe and only visible to those who need it.
4. Avoids Data Breaches: If someone gains unauthorized access to your QuickBooks account, user roles can act as an extra layer of protection. Even if they get in, they won’t have access to everything, reducing the risk of a major data breach.

Why Customize User Roles?

Customizing user roles is important because it helps keep your financial data secure. Not everyone in your organization needs access to sensitive information like bank accounts or payroll. Custom roles ensure that each user only has access to the information they need to perform their job, minimizing the risk of errors or unauthorized access.

How to Customize User Roles in QuickBooks Online

Step-by-Step Guide:

Log in to QuickBooks Online:

• Start by logging in to your QuickBooks Online account using your admin credentials.

Navigate to the 'Manage Users' Section:

• Click on the gear icon in the upper right corner of the dashboard. This will take you to the settings menu.
• In the "Your Company" section, select "Manage Users."

View Existing Roles:

• In the "Manage Users" page, you'll see a list of users and their assigned roles. QuickBooks Online comes with a few default roles like Admin, Accountant, and Standard User.
• Click on the "Roles" tab to view and manage existing roles.

Create a Custom Role:

• If you want to create a custom role, click on the "New" button.
• Give your custom role a name (e.g., "Sales Manager") and a description to easily identify its purpose.

Set Permissions for the Custom Role:

• Now, you'll be able to set permissions for this role. QuickBooks Online breaks down permissions into several categories like "Customers & Sales," "Vendors & Purchases," and "Accounting."
• For each category, you can choose what level of access the role should have. Options usually include "None," "View Only," and "Full Access."

Assign the Role to Users:

• Once you've created the custom role, go back to the "Manage Users" section.
• Select the user you want to assign the role to and click "Edit."
• In the role dropdown, select the custom role you've just created, and save the changes.

Review and Adjust:

• It's always a good idea to review the permissions you've set up by testing the user experience. Log in as that user (or ask them to log in) and ensure they can access what they need and nothing more.

Adding and Managing Custom Roles in QuickBooks Online

Adding Custom Roles:

Why Create Custom Roles?

• Custom roles are perfect when your team members have unique responsibilities that don't fit into the default roles provided by QuickBooks Online. For instance, if you have a sales manager who needs to view sales reports but shouldn't access payroll data, a custom role would be ideal.

How to Add a Custom Role:

• The process of adding a custom role is similar to what we've already covered. Start by going to the "Roles" tab in the "Manage Users" section.
• Click "New" to create a new role.
• Define the role's permissions based on what you want the user to access.

Naming and Describing the Role:

• When naming your role, choose something descriptive so that it's easy to understand the role's purpose later on. For example, "Inventory Manager" or "Project Supervisor" could be clear and concise names.

Assigning the Role:

• Once the role is created, assign it to the relevant user by editing their profile in the "Manage Users" section.
• If needed, you can assign multiple users to the same custom role.

Managing Custom Roles:

Editing a Role:

• Over time, your business needs may change, and you might need to edit a role. Go to the "Roles" tab, find the role you want to edit, and click "Edit."
• Make the necessary changes to permissions and save your changes.

Deleting a Role:

• If a role is no longer needed, you can delete it. However, make sure no users are assigned to it before you do so.
• Find the role in the "Roles" tab, click "Delete," and confirm your decision.

Monitoring Role Usage:

• Regularly review the roles and permissions in your QuickBooks Online account to ensure they still align with your team's responsibilities.
• You can also monitor the activity of users to see if any changes to roles are necessary.

Customizing user roles in QuickBooks Online is a straightforward process that can greatly enhance the security and efficiency of your business operations. By taking the time out to set up and manage these roles, you ensure that your team members have access to the tools they need, without compromising sensitive financial information.

Although Quickbooks Online is a very accessible software, if you do not have hands-on knowledge of the same, you might end up messing up the whole management process. So, it’s always more relevant to delegate such crucial tasks to experienced and learned professionals. We at Global FPO, have a team of skilled and certified professionals just to tailor solutions for all your accounting needs. You can contact us or visit our website to know more.