How to Change Primary Admin in Quickbooks Online?

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How to Change Primary Admin in Quickbooks Online? QuickBooks Online is an accounting software that is widely used by businesses across various industries. It is an effective tool in managing financial transactions, creating invoices, and organizing financial data. However, there may come a time when you need to change the primary admin in QuickBooks Online.

This could be due to various reasons such as the current admin leaving the company or a change in roles and responsibilities. Whatever the reason may be, it is important to know how to change the primary admin in QuickBooks Online. In this article, we will guide you on the step-by-step process of changing the primary admin in QuickBooks Online.

Understanding the Role of the Primary Admin

The primary admin is the person who initially set up the QuickBooks Online account. They have full access to all features and functions of the software and can perform tasks such as adding or removing users, managing subscriptions, and creating and modifying reports.

How to Change Primary Admin in Quickbooks Online
How to Change Primary Admin in Quickbooks Online?

It is important to note that only the primary admin has the ability to change the primary admin role.

Step-by-Step Guide on Changing the Primary Admin

Before changing the primary admin, it is important to ensure that the new admin has the necessary access and permissions to perform their duties.

Here are the steps to change the primary admin:

  1. Log in to your QuickBooks Online account as the current primary admin.
  2. Click on the “Settings” gear icon located at the top right corner of the screen.
  3. Under “Company”, click on “Manage Users”.
  4. Click on the name of the user that you want to make the new primary admin.
  5. Click on the drop-down menu next to “Permission Level” and select “Admin”.
  6. Click on “Save” to confirm the changes.

Considerations When Changing Primary Admin

When changing the primary admin, it is important to consider the following:

  • Ensure that the new primary admin has the necessary experience and knowledge to manage the QuickBooks account effectively.
  • Verify that the new admin has all the necessary permissions to perform their tasks.
  • Communicate the changes to all users and ensure that they understand their new roles and responsibilities.

Troubleshooting Common Issues

If you encounter any issues during the process of changing the primary admin, here are some common issues and their solutions:

  • You cannot change the primary admin if the new admin is already set up as a regular user. In this case, you need to delete the user and re-invite them as an admin.
  • If you receive an error message that says “You cannot change the role of the primary admin,” this means that you are not logged in as the primary admin. Check that you are logged in as the correct user.
  • If you encounter any other issues, contact QuickBooks Online Support for assistance.

Best Practices

To ensure a smooth transition when changing the primary admin, here are some best practices:

  • Notify all users of the change and ensure that they understand their new roles and responsibilities.
  • Create a detailed onboarding plan for the new primary admin.
  • Hold a training session with the new primary admin to ensure that they know how to use all the features and functions of QuickBooks Online.

Conclusion

Changing the primary admin in QuickBooks Online is a straightforward process that can be accomplished in a few simple steps. It is important to ensure that the new primary admin has the necessary permissions and access levels to perform their tasks effectively.

Communicating the changes to all users and following best practices can ensure a smooth transition and improve the overall experience of using QuickBooks Online. With this guide, you now have all the information you need to change the primary admin in QuickBooks Online seamlessly.

Frequently Asked Questions (FAQs)

1. How do I change the primary admin in QuickBooks Online?

To change the primary admin in QuickBooks Online, sign in as the current primary admin, go to the ‘Settings’ menu (gear icon), and select ‘Manage Users’. Find the user you want to make the new primary admin, click on the drop-down arrow in the ‘Action’ column, and choose ‘Make primary admin’. Confirm your choice, and the new primary admin will receive an email with instructions to accept the role.

2. Can I have multiple primary admins in QuickBooks Online?

No, QuickBooks Online allows only one primary admin per company. However, you can have multiple users with ‘Admin’ access that can perform most of the tasks a primary admin can, but they won’t have the ability to transfer primary admin rights or delete the company.

3. What happens when I change the primary admin in QuickBooks Online?

When you change the primary admin, the new primary admin will receive an email with instructions to accept the role. Once they accept, they will have full access to manage the company, including transferring primary admin rights, deleting the company, and managing other users. The previous primary admin will still have ‘Admin’ access but won’t be able to perform tasks exclusive to the primary admin role.

4. Can I change the primary admin if I’m not the current primary admin in QuickBooks Online?

Only the current primary admin can initiate the process of changing the primary admin. If you’re not the primary admin, you’ll need to contact the current primary admin and request them to make the change.

5. What if the current primary admin is unavailable or no longer with the company?

If the current primary admin is unavailable or no longer with the company, you’ll need to contact QuickBooks Online support for assistance. They will guide you through the process of verifying your identity and transferring primary admin rights to your account.

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