← All guides

Give employees their own paystub login

A limited login lets an employee see their own stubs and W-2s on their phone — no printing, no emailing, and no access to anything else.

1. Open the Users tabIn Books & Payroll, go to the Users tab and find the "Staff portal logins" card — every employee is listed with their login status.
2. Create a loginNext to an employee showing "no login," click "Create login." Confirm or edit the suggested username.
3. Hand off the one-time passwordA popup shows the username and a one-time password — it's shown only once, so pass it to the employee right away. They'll choose their own password at first sign-in.
4. The employee signs inThey go to your site's /me address on their phone and sign in at the "Staff sign in" screen.
5. First sign-in forces a new passwordThey land on "Set a password" and must pick their own (8+ characters) before seeing anything.
6. What they see"My pay": Recent pay stubs (tap to open a printable stub), Tax forms (their W-2s by year), and My profile — work state, mailing address, filing status — with "Update my info" and "Change my password" links.
7. They keep their own info currentFrom "Update my info" an employee can edit their mailing address, their federal W-4 details, and their direct-deposit bank details.
8. Reset a forgotten passwordBack on the Users tab, click "Reset password" next to the employee — a new one-time password is generated and the old one stops working immediately.