Manage schedule notifications and permissions in QuickBooks Time

Learn how to set up or change schedule notifications and preferences for QuickBooks Time and QuickBooks Online.

You can set schedule reminders and notifications in QuickBooks Time to stay organized and keep your team on track. All notifications are sent to team members, unless otherwise specified in the Company Settings.

If you have QuickBooks Online Essentials, Plus, Advanced, Accountant, or QuickBooks Online Payroll Premium or Elite, you can manage schedule notifications and permissions there.

In this article, you'll learn how to:

• Schedule permissions
  • Set up schedule permissions for the entire company
    • QuickBooks Online
    • QuickBooks Time
  • Customize schedule permissions for individuals
• Schedule notifications
  • Set up company-wide schedule notification
  • Set up schedule notifications for individual team member

Schedule permissions

Set up schedule permissions for the entire company

QuickBooks Online

1. In QuickBooks Online, go to Time (Take me there), select Time team, then select Schedule. 
2. Above the calendar, go to Settings and select Edit view settings.
3. Make your selections, and select Save.
4. To update Schedule preferences:
   • Go back to Settings and select Schedule preferences.
   • Make the necessary changes.
   • Once you're done, select the icon to close the window.

QuickBooks Time

1. In QuickBooks Time, go to Schedule.
2. Above the calendar, go to Settings and select Edit view settings.
3. Make your selections, and select Save.
4. To update Schedule preferences:
   • Go back to Settings and select Schedule preferences.
   • Make the necessary changes.
   • Once you're done, select the icon to close the window.

Notes:

• Daily hour totals display in the column headings. Team member hour totals display in the far left column. These totals are only visible to admins and schedule managers.
• On the calendar, the colours for the entries indicate:
  • Green: On the clock
  • Orange: On a break

Customize schedule permissions for individuals

If you want to grant a team member permission to view, add, edit, or delete shifts, follow these steps in QuickBooks Time.

1. In QuickBooks Time, go to My Team.
2. Select the First Name of a team member, then select Permissions.
3. Select the required options from View schedule or Manage schedule.
4. Once done, select Save.

Schedule notifications

Note: These steps are available only in QuickBooks Time.

Set up company-wide schedule notification

Only admins can set company-wide schedule notifications.

1. Go to Company Settings in QuickBooks Time web dashboard and select Notifications.
2. Make your selections, and select Save.

Set up schedule notifications for individual team member

This setting overrides company-wide preferences, allowing team members to manage their own notification settings.

1. In QuickBooks Time on the web dashboard, select My Team.
2. Select the team member.
3. Select Notifications, make your selections, and select Save.

If a team member wants to update or change schedule notifications, they can do it from a mobile device or computer.

From the mobile device

1. In QuickBooks Workforce, select More, then Settings, and select Notifications.
2. Select which reminder you want to change, then turn on or off the notification type.

From the computer

1. In QuickBooks Workforce, select your name in the top right corner, then select Profile.
2. Select Notifications.
3. In the Schedule section, make your selections, and select Save.