Use the Who's Working window for QuickBooks Time

Learn how to use the Who’s Working window for QuickBooks Time and QuickBooks Online.

If you have QuickBooks Online Essentials, QuickBooks Online Plus, QuickBooks Online Advanced, QuickBooks Online Accountant, or QuickBooks Online Payroll Premium or QuickBooks Online Payroll Elite, you can access Who’s Working there.

Learn how to:

• Access the Who’s Working window
• Determine a team member's current status
• Filter and sort the list
• Display by crew or group
• Track team members
• Clock in and out a team member
• Create a team member timesheet
• Edit or delete a team member timesheet

Access the Who’s Working window

In QuickBooks Online

1. Follow this link to complete the steps in product
2. Select Who’s working. 
   Note: If you are in QuickBooks Time, select Who's Working.

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Determine a team member's current status

In QuickBooks Online

• Green outlined avatar of your employee’s icon indicates that they are on the clock.
• When an employee is selected on the Who’s Working map, their outline will turn orange.

In QuickBooks Time

• Green dot: On the clock
• Orange dot: On a break

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Filter and sort the list

In QuickBooks Online

To filter the list:

Select filter icon , then select either All employees, By group or On the clock only from the Display by ▼ dropdown to show.

To sort the list:

Select filter icon , then select Sort by ▼ dropdown. Select one of the following:

• Most recent clocked-in time
• Daily total
• Team member
• Sharing location

In QuickBooks Time

To filter the list:

Under Filter, select either All team members or On the clock to show.

To sort the list:

Under Sort or Sort / Group, select one of the following:

• Clock-in (recent to old)
• Day total (high to low)
• Name (a-z)
• Location (GPS)
• Customer or Job (a-z)

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Display by crew or group

In QuickBooks Time, under Sort or Sort / Group, select Show in groups.

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Track team members

Team members see only their own GPS points. Managers see the locations of team members they manage. Admins see all team members' locations.

To learn about this feature and how to use it, see How to use GPS tracking as an admin/manager.

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Clock in and out a team member

In QuickBooks Online

To clock a team member in:

1. Follow this link to complete the steps in product
2. Select Who's working, then select the filter icon .
3. From the Display by ▼ dropdown, select All employees, then select Apply.
4. Next to the team member's name, select Add Time and select Single Time entry.
5. Select the Currently working checkbox, then select Save and close.
   Note: If the Currently working checkbox is not visible, turn on Set start and end time.

To clock a team member out:

1. Next to the team member's name, select Edit Time.
2. Uncheck the Currently working checkbox, then select Save and close.

In QuickBooks Time

To clock a team member in:

1. Go to Who's Working and select All team members under Filter.
2. Next to the team member's name, select icon.
3. Select the Currently working checkbox, then select Save.

To clock a team member out:

1. Select the team member's name, then select icon.
2. Uncheck the Currently working checkbox, then select Save.

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Create a team member timesheet

In QuickBooks Online

1. Follow this link to complete the steps in product
2. Select Who's working, then select the filter icon .
3. From the Display by ▼ dropdown, select All employees, then select Apply.
4. Next to the team member's name, select Add Time and select Single Time entry.
5. If necessary, adjust the displayed start and end dates and times, and fill in the required fields.
6. If the team member is still working, select the Currently working checkbox, then select Save and close.

In QuickBooks Time

1. Go to Who's Working and select All team members under Filter.
2. Next to the team member's name, select icon.
3. If necessary, adjust the displayed Time In and Time Out times, and fill in the required fields.
   Note: If the Time Out is not visible, uncheck the Currently working checkbox.
4. If the team member is still working, select the Currently working checkbox then select Save.

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Edit a team member timesheet

In QuickBooks Online

Team members who are clocked in or on a break:

1. Follow this link to complete the steps in product
2. Select Who's working, then select the filter icon .
3. From the Display by ▼ dropdown, select On the clock only, then select Apply.
4. Next to the team member's name, select Edit Time.
5. Edit the information, and select Save and close.

In QuickBooks Time

Team members who are clocked in or on a break:

1. Go to Who's Working and select On the clock under Filter.
2. Select the team member's name, then select icon.
3. Edit the information, and select Save.

Team members who are off the clock:

1. Go to Who's Working and select All team members under Filter.
2. Next to the team member's name, select icon.
3. Edit the information, and select Save.

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