Add and manage groups and managers

Learn how to add and manage groups and managers in QuickBooks Online and QuickBooks Time.

A group is a set of team members who share certain characteristics such as geographical location, job function, or who work on the same job or for the same customer. Admins can assign a team member to be the manager of a select set of team members (a group).

In this article, you'll learn how to:

• Understand manager permissions
• Add a group
• Rename a group
• Delete a group
• Assign and unassign a team member to a group
• Assign a manager to a group
• View crew members on QuickBooks Workforce

Notes:

• Timesheet reports can include all team members or just the team members of a select group.
• Each team member can be a member of only one group. A manager can manage multiple groups.
• If a manager is also in the group they are managing, they’ll have managerial permissions over themselves.
• Managers of a group will have a Crew option in their QuickBooks Workforce to manage their group on the go.

Manager permissions

Managers are assigned these permissions for the team members in their group:

• Manage user accounts
• Manage timesheets 
• Approve timesheets
• Manage schedules
• Run reports

Add a group

QuickBooks Online

1. Go to All apps , select Time, then select Assignments (Take me there).
2. Select Workers.
3. Select + Create group.
4. Enter a unique name for the group.
5. Select Add workers to assign members to this group.
6. Search the team member you want to assign to this group. You can assign:
   • Members who are part of other groups. This will move them from the other group to the current group where they are being reassigned.
   • Members who are not part of any group (must be active users).
   • Members can be only in one group at a time.
7. Select Create group.

QuickBooks Time

On a computer

1. In QuickBooks Time, go to My Team.
2. Select Groups and Managers, then + Add Group.
3. Enter a group name, and select Save.

Rename a group

QuickBooks Online

1. Go to All apps , select Time, then select Assignments (Take me there).
2. Select Workers.
3. Find the group you want to rename. You can also enter the group name from the search field.
4. Under Actions, select ▼ next to View.
5. Select Edit group.
6. Edit the group name, then select Save.

QuickBooks Time

1. In QuickBooks Time, go to My Team.
2. Select Groups and Managers.
3. Next to the group name, select the edit ✎ icon.
4. Enter the name, and select Save.
5. Once you're done, select Close.

Delete a group

QuickBooks Online

1. Go to All apps , select Time, then select Assignments (Take me there).
2. Select Workers.
3. Find the group you want to delete. You can also enter the group name from the search field.
4. Under Actions, select the ▼ dropdown next to View.
5. Select Delete group.
6. Select Delete to confirm.

QuickBooks Time

1. In QuickBooks Time, go to My Team.
2. Select Groups and Managers.
3. Next to the group name, select the delete icon , then OK.
4. Once you're done, select Close.

Assign and unassign a team member to a group

QuickBooks Online

Assign a team member

After you create a group, select Assign workers then add workers for this group.

To add more members to an existing group:

1. Go to All apps , select Time, then select Assignments (Take me there).
2. Select Workers.
3. Find the group.
4. Under Actions, select the ▼ dropdown next to View and select Assign workers.
   • Or select View to view the group details. Select Assign, then Assign workers.
5. Select more workers for this group, then select Save.

Remove a team member

1. Go to All apps , then Time, then Assignments.
2. Select Workers.
3. Find the group, select the ▼ dropdown next to View and select Edit group.
4. Select Assign workers and uncheck the workers you want to remove from the group.
5. Select Save.

QuickBooks Time

1. In QuickBooks Time, go to My Team.
2. Select a team member and select Edit from the ellipsis ⋮ icon.
3. Do one of the following:
   • To assign: From the Group ▼ dropdown, select a group, then Save.
   • To unassign: From the Group ▼ dropdown, select (no group), then Save.

Assign leads or a manager to a group

QuickBooks Online

After you create a group, select Assign leads then to assign a manger to this group.

To add a manager to an existing group:

1. Go to All apps , select Time, then select Assignments (Take me there).
2. Select Workers.
3. Find the group you want to edit.
4. Under Actions, select the ▼ dropdown next to View.
5. Select a Assign group lead to assign one or more group leads.
6. Select the workers and then select Save.

Note: Assigning a group lead does not make them automatically become a member of the group, as sometimes group leads can belong to a completely different group and policies

QuickBooks Time

1. In QuickBooks Time, go to My Team.
2. Select Groups and Managers.
3. Find the group and select Managers. 
4. Search for and select the team member who will manage the group, select + Add, then select Close.
   Note: To remove a manager, select the remove this manager icon next to the manager, then select Close.
5. Once you're done, select Close.

View crew members on QuickBooks Workforce

In your Workforce app, the group feature is called "crew". 

Check to see if you have the crew feature:

1. In your Workforce app, go to More, then Crew.
2. If you don't see that, your account admin may need to set up a group and assign you as a manager. Please see the section Add a group and Assign a manager to a group. 

To access the crew feature as an admin:

1. In your Workforce app, go to More, then Settings.
2. Select General, then turn on Show Admin Crew.