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Personnel changes are inevitable in the ever-evolving landscape of business management. Regarding your QuickBooks software, ensuring a smooth transition for administrative duties is crucial to maintaining data integrity and uninterrupted workflow.

This article will guide you through changing the admin on your company file, equipping you with the knowledge to transfer leadership confidently within your QuickBooks environment.

Understanding User Roles in QuickBooks

QuickBooks utilizes a tiered user permission system. The Primary Admin holds the highest level of access, with the ability to create and manage users, modify company settings, and perform all accounting functions. Secondary Admins share most of these privileges but cannot transfer the primary admin role.* Regular Users* have limited access based on permissions assigned by admins.

Why Change the Admin?

If you are searching for solutions, How do I update my QuickBooks file administrator? Or How do I manage my user access? Then you have many ways. You can delete the existing admin user and assign admin rights to a different user. Other than that, there are several scenarios where changing the admin on your QuickBooks company file becomes necessary. Perhaps the current admin is leaving the company, or you're assigning admin rights to a trusted colleague for enhanced collaboration. Whatever the reason, understanding the steps involved is key to a seamless handover.

Methods for Changing Admins in QuickBooks

QuickBooks offers two primary methods for transferring the admin role:

• Through QuickBooks Desktop: This method is applicable if you're using the desktop version of QuickBooks.
  

• Via Intuit Account User Management: This approach works for both QuickBooks Desktop and Online versions.
  

We'll delve into the step-by-step instructions for each method in the following sections.

Changing the Admin via QuickBooks Desktop

• Log In with Current Admin Credentials: Launch QuickBooks Desktop and sign in using the current primary admin username and password.
  

• Navigate to User Management: Go to the Company menu and select Users. Then, click on Intuit Account User Management.
  

• Select the New Admin: A list of users associated with your company file will be displayed. Locate the user you wish to designate as the new primary admin.
  

• Edit User Permissions: Click the Edit button next to the chosen user's name.
  

• Transfer Primary Admin Role: In the edit window, find the option labeled Change Primary Admin. Click on this button.
  

• Verification Process: QuickBooks will prompt you to enter a verification code sent to the new admin's phone number. Once entered, an email notification will be sent to both the current and new admins, informing them about the transfer.
  

• New Admin Accepts the Role: The new admin will receive an email with instructions on how to accept the transfer of the primary admin role. Upon their acceptance, they will become the primary admin, and the previous admin will transition to a secondary admin role.
  

Important Note: If the intended new admin isn't already a user within your company file, you'll need to add them as a user before proceeding with the steps mentioned above.

Changing the Admin via Intuit Account User Management

• Access Intuit Account User Management: Open a web browser and navigate to Sign in using your Intuit account credentials.
  

• Select the Company File: From the dashboard, identify the company file for which you want to change the admin. Click on the company file name to proceed.
  

• Manage Users: Locate the Users tab and click on it. This will display a list of users associated with the chosen company file.
  

• Edit New Admin Permissions: Find the user you want to designate as the new primary admin. Click the Edit button next to their name.
  

• Transfer Primary Admin Role: Within the edit window, select the Change Primary Admin option from the available actions.
  

• Verification Process: Follow the on-screen prompts to enter the verification code sent to the new admin's phone number. Confirmation emails will be sent to both admins regarding the transfer.
  

• New Admin Accepts the Role: The new admin will receive an email with instructions on how to accept the transfer. Upon their acceptance, they will become the primary admin, and the previous admin will become a secondary admin.
  

Conclusion

By following the steps outlined above, you can successfully change the admin role on your QuickBooks company file. Remember, effective communication is key during this process. Inform both the current and new admins about the upcoming handover to ensure a smooth transition.

With a designated new admin at the helm, your QuickBooks environment will continue to function seamlessly, supporting your ongoing financial management needs.