Add and manage team members for QuickBooks Time

Note: If you use QuickBooks Online or QuickBooks Online Payroll, you can invite team members there. 

Invite multiple team members at once

1. In QuickBooks Time, go to My Team.
2. Select Add team members ▼ dropdown, then select Send invitations.
   • A list of team members who have not yet been invited or who have not yet accepted an invitation, displays. Only team members with an email address on file can be invited.
3. All team members with an email address on file will be selected automatically. Deselect individual team members you don't want to invite, or select Deselect all and individually select those you do want to invite.
4. Select Invite [#] Team members.

Send a new invite or resend an invite to an individual team member

1. In QuickBooks Time, go to My Team and select a team member to open their details.
2. In General, select Send Invite or Resend Invite, and then select Send.

When your team member gets the invitation:

They’ll create a new Intuit account, or use one they already have to sign in. They’ll be taken to their QuickBooks Time account and given a short video tutorial. They’ll also get a welcome email with extra training help and information.

Important: A team member must be invited to QuickBooks Time before they can set up and use their QuickBooks Time account.

• Add in QuickBooks Online
• Add manually in QuickBooks Time
• Add from other software
• Add through CSV upload

Add team members in QuickBooks Online

1. Go to All apps , select Time, then select Time team (Take me there).
2. To add an employee, select Add employee.
3. Fill in the required fields, then select Add employee.

Add team members manually in QuickBooks Time

1. Go to My Team.
2. Select Add team members ▼ dropdown, then select Add manually.
3. Enter their information, and select a role.
   Note: Role options here are Administrator, Worker, and Payroll Manager. If you'd like to change a user's role or set up a custom user, see Grant permissions to a team member.

4. If you'd like an invitation to be sent to the team member(s), enter their email address(es), and select the Invite box.
5. Select Add Team [#] Member(s).

Upload team members from other accounting software

If you have ADP RUN, Gusto, QuickBooks Desktop, QuickBooks Online, Xero, and Square, you can bulk upload your team members.

If you use QuickBooks Online, you can add team members there. 

To upload: 

1. In QuickBooks Time, go to My Team.
2. Select Add team members ▼ dropdown, then select Import from software.
3. Locate and select your software brand.
4. Follow the instructions for the integration.
   • Gusto
   • QuickBooks Desktop
   • Xero

Note: If already integrated with one of the above softwares, each new team member needs to be first added to the integrated software and then imported into QuickBooks Time using the appropriate import option.

1. In QuickBooks Time, go to My Team.
2. Select the team member to open the details, make changes in the Team Member Details window, and select Save.
3. In QuickBooks Online, go to Team, then select Employees, or in QuickBooks Online Payroll, go to Payroll, then Employees.

1. In QuickBooks Time, go to My Team.
2. Select a team member to open the details.
3. Select the Permissions tab, adjust the permissions, and select Save.

See Team member settings and permissions in QuickBooks Time.

1. In QuickBooks Time, go to Company Settings.
2. Select My Team, then select Permissions tab.
3. Select the Allow Team Members to Manage Their Settings checkbox.
4. Select Save.

Archiving a team member removes their settings and prevents them from being able to sign in and use QuickBooks Time. Their data and timesheets remain viewable in reports but can’t be edited.

In QuickBooks Online, archiving removes them from the time-tracking list only. They stay in your employee list. If you have QuickBooks Online Payroll, you have to manage the employee through Payroll. 

As an admin or manager, you can still view their timesheets and reports, but you can't edit them after archiving. To remove access for that team member, you can do so using the Access toggle in My Team.

Archive one team member

1. In QuickBooks Time, go to My Team.
2. Next to the team member's name, select the more options icon .
3. Select Archive, then select Confirm.

Archive multiple team members

1. In QuickBooks Time, go to My Team.
2. Select Add team members, then select Import from software.
3. Select Spreadsheet (.csv).
4. Select Export team member list, then select Export List.
5. Open the spreadsheet, and in the Active column, change the status to archived.
6. Save the spreadsheet.
   1. If you are using a different spreadsheet program (Excel, Google Sheets, and so on), save the updated file in .csv format before uploading.
7. In QuickBooks Time, select Choose File, find the file, and select Open.
8. Select Next, then select Import List if everything looks correct for the import.

When you reactivate a team member, you need to setup all personalized settings and invite them to the account again.

Reactivate one archived team member

1. In QuickBooks Time, go to My Team.
2. Under View, select Archived (#) from the ▼ dropdown.
3. Next to the team member's name, select the more options icon .
4. Select Unarchive, then select Confirm.

Reactivate multiple archived team members

1. In QuickBooks Time, go to My Team.
2. Select Add team members, then select Import from software.
3. Select Spreadsheet (.csv), then select Export team member list.
4. Select Export List.
5. Open the spreadsheet, and in the Active column, change the status from archived to active.
6. Save the spreadsheet.
   1. If you are using a different spreadsheet program (Excel, Google Sheets, and so on), save the updated file in .csv format before uploading.
7. In QuickBooks Time, select Choose file, find the file, and select Open.
8. Select Next, then select Import List if everything looks correct for the import.