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Set schedule reminders and notifications in QuickBooks Time


  • Clock in/out reminders and shift reminders function separately. One will not override the other.
  • Only administrators can set company-wide schedule reminders and notifications.
  • Team members can change their own notifications and reminders. (See: How to Change Your Schedule Notifications and Reminders.)

How to Set Schedule Reminders and Notifications


  1. On a computer: In QuickBooks Time, go to Company Settings > Notifications.
  2. Make your selections, and select Save.

Note: A notification can be force sent by selecting a shift in the schedule and clicking Notify in the bottom left corner of the shift view.

Available Reminders and Notifications

  • When assigned shift is published or changed: When an administrator or manager publishes a new shift, changes a shift, adds a note to a shift, or cancels a shift, a notification can be sent to the assigned team member(s) of the shift. (Example: "You have a new or updated shift on 2/20 at 8:00am.")
    • Note: You can choose not to display this notification prompt each time by setting it up to automatically send the notification or not:
      • In the company notifications settings, choose one of the following:

        • Always send - Automatically send notifications to assigned team members
        • Never send - Notifications will not be sent
        • Ask - Prompt to choose whether to ‘Send’ or ‘Don’t Send’ (default setting)
  • One hour before shift starts: The team member receives a reminder that their shift starts in one hour. (Example: "Your shift at 8:00am is starting soon.")
  • Forgot to clock in after shift started: If an team member hasn't clocked in five minutes after their shift started, they will receive a reminder to clock in. (Example: "Did you forget to clock in to your 8:00am shift?")
  • Forgot to clock out after shift ended: If an team member hasn't clocked out five minutes after their shift ended, they will receive a reminder to clock out. (Example: Did you forget to clock out of your 8:00am-5:00pm shift?")
  • Team Member hasn't clocked in after shift started: If a team member hasn't clocked in five minutes after their shift start time, their manager receives a notification. (Example: "[Name] missed clocking in to their 8:00am shift.")

Notification Methods

Note: Mobile notifications contain the least amount of detail. Email notifications contain the most. You may choose to select more than one notification method.

  • Mobile: The recipient will receive a notification on their mobile device.
  • Email: The recipient will receive a notification in their email inbox.

How to Change Your Schedule Notifications and Reminders

On a Mobile Device

  • Tap More Settings Notification Settings
  • Tap which reminder you would like to change and then turn on/off the notification type

On a Computer

  • Select your name in the top right corner > select Profile
  • Select Notifications > Under SCHEDULE check o uncheck the notification type to the right of each reminder option.

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