How to use the Who's Working window in QuickBooks Time

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

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

In this article, you'll 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. Sign in to QuickBooks Online, and select Time.
2. Select Time team, then Who’s working. 

In QuickBooks Time 

1. Sign in to QuickBooks Time.
2. Select Who’s Working. 

Determine a team member's current status

• Green dot: On the clock
• Orange dot: On a break
• No dot with worked time displayed: Not on the clock, but worked earlier today
• No dot and no time displayed: Not on the clock and hasn't worked today

Filter and sort the list

To filter the list:

Under Filter, choose to show All team members or those On the clock.  select either all team members or on the clock.

To sort the list:

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

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

Display by crew or group

Under Sort or Sort / Group, select Show in groups.

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.

Clock in and out a team member

To clock a team member in:

1. From the Who’s Working window, under Filter, display All team members.
2. Next to the team member's name, select Edit ✎.
3. Select Currently working, then Save.

To clock a team member out:

1. Next to the team member's name, select Edit ✎. 
2. Uncheck Currently working, and select Save.

Create a team member timesheet

1. From the Who’s Working window, under Filter, display All team members.
2. Next to the team member's name, select Edit ✎. 
3. If necessary, adjust the displayed clock-in and clock-out times, and fill in the required fields.
4. If the team member is still working, select Currently working, then Save.

Edit a team member timesheet

Team members who are clocked in or on a break:

1. From the Who’s Working window, under Filter, display On the clock.
2. Next to the team member's name, select Edit ✎. 
3. Edit the information, and select Save.

Team members who are off the clock:

1. From the Who’s Working window, under Filter, display All team members.
2. Next to the team member's name, select Edit ✎. 
3. Edit the information, and select Save.