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Setting up primary, client-level, and electronic filing passwords in ProSeries

SOLVED•by Intuit•73•Updated November 16, 2023

ProSeries Professional and ProSeries Basic both have multiple password options available to help you protect your clients' data. These options let you to require passwords for specific actions in the program, such as e-filing a return.

 

If you're not using Access Rights, you must set up a primary password before setting up an electronic filing password or client level password. If you're using Access Rights, you won't be able to complete a primary password setup, and anyone with administrator access will have access to any password-protected return. Refer to this article for instructions on setting up Access Rights.  

Below are available password options. Some options may differ based on which software you're using:

  • Manage Users requires a user ID and password to open the program and can't be turn off.
    • This option is automatically on for ProSeries for tax years 2016 and later.
  • Client Passwords let you to protect specific tax returns with customized passwords.
  • Electronic Filing Passwords require a password to be entered at the time of e-file transmission.
  • Primary Password lets the firm owner to reset forgotten Client Passwords or Electronic Filing Passwords.
    • The firm owner is required to set up this option when using Client Passwords or Electronic Filing Passwords.
  • Access Rights lets the firm owner to set up additional user ID and passwords for additional preparers and limit specific program access.
    • This option is only available in ProSeries Professional for tax years 2018 and later.
    • For tax year 2019, access rights are combined with your Manage Users login. Refer to this article for more information.

Follow these steps to set up a primary password:

  1. Open ProSeries.
    • If you're on a network, make sure you're on the admin computer.
  2. From the Tools menu, select Options.
  3. From the left of the screen, select Passwords.
  4. Locate the Primary Password section.
  5. Type the new password in the Enter new primary password field.
    • If this isn't the first time setting up a primary password, enter the old password in the Enter existing primary password field.
  6. Type the password again in the Re-enter new primary password to confirm field.
  7. Click OK.

If you need help resetting the primary password, refer to this article for instructions.

If you aren't using Access Rights, make sure you've set up a primary password before trying to set up an electronic filing password.

Follow these steps to set up an electronic filing password:

  1. From the Tools menu, select Options.
  2. From the left side of the screen, select Passwords.
  3. Locate the Electronic Filing Transmission Password section.
  4. Check the ProSeries should always prompt for the electronic filing password when transmitting tax returns box.
  5. Type the new password in the Enter new electronic filing password field.
    • If this isn't the first time setting up a primary password, enter the old password in the Enter existing electronic filing password field.
  6. Type the password again in the Re-enter new electronic filing password to confirm field.
  7. Click OK.

If you need help resetting the electronic filing password, refer to this article for instructions.

If you aren't using Access Rights, make sure you've set up a primary password before trying to set up a client level password.

Follow these steps to set up a client-level password:

  1. Open ProSeries.
  2. Open the client file you would like to add a password to.
  3. From the Tools menu, select Add/Change Client Password.
  4. Type the new password in the Enter the new password field.
  5. Type the password again in the Re-enter to confirm the new password field.
  6. Click OK.
  7. From the File menu, choose Save Client.

Follow these steps to remove a client-level password:

  1. Open ProSeries.
  2. Open the client file you would like to remove the password from.
  3. From the Tools menu, select Add/Change Client Password.
  4. Delete the *** values from both password fields.
  5. Click OK.
  6. From the File menu choose Save Client.

If you ever forget a client-level password, the primary password (or administrator user for Access Rights) can open the return.

 

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