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In this QuickBooks Pro 2017 training video tutorial for beginners, learn how to manage users in QuickBooks Pro 2017, including add users, setting up passwords, and more.

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We’re working in module 3 where we’re talking about customizing the QuickBooks environment. This is section 2, Working with Users.
One of the things that you’ll want to set up in your QuickBooks company file is the ability to work with users. What this means is that if you close the company file and you open it back up you want to be able to type in a username and password to get into the company file. And there’s a couple of reasons for that. One would be some security issues. This is just one more level of deterrent if you can keep someone out of information they shouldn’t be privy to. Another thing is what if you have multiple people using the same QuickBooks file? If you set up the users then you can actually set preferences per user and you can also set it up so that certain users have access to certain areas of the QuickBooks file and not others. So let’s go on over into QuickBooks and I’ll show you a little bit about how the users work.

There are no users currently set up in this company file. Here’s how you know this. If you go up and click on File on the menu you’ll notice first of all it says Close Company. If you had users set up it would actually say Close Company/Logoff. I’m going to go ahead and close company and what this is going to do is take you back here so if you wanted to open your company file you could. And I want you to notice that it’s going to open right up to the Home screen. It’s not going to ask me to type in a username and password because there aren’t any set up right now.

Only the admin can work with users. So only the admin can create a user, delete a user, change the information. Here’s where you go to actually work with users.

I’m going to go up to Company on the menu and you’ll see an option that says Set Up Users and Passwords. And here’s your Set Up User option right here. By the way notice you can change your password here or buy an additional license. The reason you might want to buy additional licenses is if you have more than five users then you need to purchase those.

I’m going to Set Up Users and here’s the User List. Notice the administrator is already logged on. Over on the right you can add a user, edit a user, delete a user, or just view a user. Notice also you can set a closing date right down here at the bottom.

Let’s say that I’ve hired someone to come in once a week just to pay the bills. I want them to work in this section here and limit their access to other areas of QuickBooks. I’m going to add Karen as a new user. You will want to make sure you set up a password. Now often when I see companies set up usernames and passwords they’ll ask the new user what they want the password to be and that’s certainly okay, but make sure as an administrator that you know what that password is so that Karen’s not the only one that has access to it. Remember a good password is eight to twelve characters, use any combination of special characters, numbers, capital letters, small letters. I’m going to go ahead and set up one that I can remember. Alright I’m going to click Next. Now here it says What do you want this user to have access to?

All areas of QuickBooks, selected or just notice also you can give your external accountant his own username and password. Notice that he won’t have access to certain things like if you have some customer data like credit card numbers and things like that in here. He won’t have access to that. We’re going to say selected areas of QuickBooks and click Next.

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