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Approve and manage time off entries for team members for QuickBooks Time

SOLVEDby QuickBooks2Updated December 20, 2023

Learn how to create time off for your team members as well as approve or deny time off requests in QuickBooks Time on the web dashboard. 

If you have QuickBooks Online Essentials, Plus, Advanced, Accountant, or QuickBooks Online Payroll Premium or Elite, you can approve and manage time off entries for team members there.

In this article, you'll learn how to:

Notes:

  • Time off hours can include sick days, vacation time, annual leave, and holidays.
  • Account administrators can enter time off for any team member.
  • Managers can enter time off for the group/crew that they manage.
  • Time off entered by an admin does not require approval.
    • Time off entered by a manager who is also in the group they manage does not require approval. If they are not in the group they manage, the time off request will need admin approval.


Approve or deny time off requests

To approve or deny requests: 

  1. In Quickbooks Online, go to Time, then select Time off.
    Or, in QuickBooks Time, go to Time Off.
  2. Hover over the pending request and select Approve or Deny.
    • To add a note to the request, select the request, add a note, and select Approve or Deny.


Enter time off directly for team members

Follow these steps to enter time off for one or multiple team members in one of two ways:

  1. In Quickbooks Online, go to Time, then select Time off.
    Or, in QuickBooks Time, go to Time Off.
  2. Select Add Time Off.
  3. Select desired team members for bulk entry, or choose an individual team member.
    • You are automatically selected. If you don't want to add a time off request for yourself, deselect yourself.
  4. Select Continue. Choose a code, date of entry, and number of hours on that day.
    • Only codes that are assigned to all team members in a bulk entry will display.
  5. (optional) Add another day for the same code.
  6. (optional) Add notes.
  7. Select Save.
    • When performing a bulk time off entry and a team member doesn't have enough hours in their available balance, you’ll be notified before the time off entry is saved.

Note: You can add time off for a past date, however, the following is affected:

  • The date can't be more than a year in the past
  • The date must be after the reset date


Edit time off

Notes:

  • A denied request cannot be edited.
  • A pending request cannot be edited.
  • Edits can be made to a time off request after it has been approved.
  • Once a timesheet is locked by export or timesheet approvals, it cannot be edited.

To edit time off: 

  1. In Quickbooks Online, go to Time, then select Time off.
    Or, in QuickBooks Time, go to Time Off.
  2. Select time off entry.
  3. Select Edit and make your changes.
  4. Select Save.


Cancel time off

Notes:

  • A request can be cancelled when it is pending or approved.
  • Once a timesheet is locked by export or timesheet approvals, it cannot be cancelled.

To cancel time off: 

  1. In QuickBooks Online, go to Time, then select Time off.
    Or, in QuickBooks Time, go to Time off.
  2. Select a time off entry.
  3. Select Cancel entry.
  4. (Optional) enter the reason the entry is being cancelled.

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