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Add and manage team members for QuickBooks Time

SOLVEDby QuickBooks1Updated 4 days ago

Learn how to add and manage your team members for QuickBooks Time and QuickBooks Online. 

If you have QuickBooks Online Essentials, Plus, Advanced, Accountant, or QuickBooks Payroll, you can add and manage team members there. 

In this article, you'll learn how to:

Add team members

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

You have several options for adding your team members: 

Add team members manually in QuickBooks Time

  1. Go to My Team.
  2. Select Add team members, then Add manually.
  3. Enter their information, and select a role.
    1. 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.
  1. If you'd like an invitation to be sent to the team member(s), enter their email address(es), and select Invite box.
  2. Select Add Team [#] Member(s).

If you have ADP RUN, Gusto, QuickBooks Desktop, and Xero, 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, then Import from software.
  3. Locate and select your software brand.
  4. Follow the instructions for the integration.

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.

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Invite team members to QuickBooks Time

Note: If you use QuickBooks Online or QuickBooks 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, then 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.

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.

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Edit a team member

Note: If you use QuickBooks Online or QuickBooks Payroll, update your team members there by going to Payroll, then Employees

  1. In QuickBooks Time, go to My Team.
  2. Select the team member.
  3. Make changes In the Team Member Details window, and select Save.

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Grant permissions to a team member

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

See Team member settings and permissions in QuickBooks Time.

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Allow all team members to edit their profiles

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

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Enter a pay rate

Notes:

The pay rate field and associated reports are only viewable and editable by administrators.

The pay rate is generally for reference only but can be used for calculations in both the wage report and the team member job costing report.

  1. Go to My Team.
  2. Select a team member.
  3. Enter the Pay Rate in pounds and pennies (for example, 30.00), from the dropdown, select the pay frequency, and select Save.

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Archive team members

Archiving a team member erases all their personalised settings, and prevents them from being able to sign in and use QuickBooks Time. Even if a team member is archived, QuickBooks Time saves the associated data.

If you use QuickBooks Online, archiving a team member only removes them from the team member list to track time, not from the employee or contractor list in QuickBooks Online.

As an admin or a manager, you can still see all their timesheets, and their data still appears on reports, but their timesheets can't be adjusted after they’re archived.

If you simply want to remove access for that team member, you can do so using the Access toggle in My Team. This saves their settings.

Archive one team member

  1. In QuickBooks Time, go to My Team.
  2. Next to the team member's name, select More options More_icon_QBO_GB_Ext_160622.png.
  3. Select Archive, then 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 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 Import List if everything looks correct for the import. 

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Reactivate archived team members

When you reactivate a team member, you need to setup all personalised 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.
  3. Next to the team member's name, select More options More_icon_QBO_GB_Ext_160622.png.
  4. Select Unarchive, then 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. Open the spreadsheet, and in the active column, change status from archived to active.
  5. 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.
  6. In QuickBooks Time, select Choose file, find the file, and select Open.
  7. Select Next, then Import List if everything looks correct for the import. 

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