Add and manage team members for QuickBooks Time

Note: If you use QuickBooks Online or QuickBooks Online 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 ▼ dropdown, 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 and follow the next steps.

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.

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

1. Follow this link to complete the steps in product
2. Select Add team members ▼ dropdown. 
3. To add an employee, select Add employee.
4. Fill in the required fields, then select Add employee.

Add team members manually in QuickBooks Time

1. Go to My Team.
2. Select Add team members ▼ dropdown, then select Add manually.
3. Enter their information, and select a role.
   Note: Role options here are Administrator, Worker, and Payroll Manager.

4. If you'd like an invitation to be sent to the team member(s), enter their email address(es). The Invite checkbox gets selected.
5. Select Add Team [#] Member(s).

1. In QuickBooks Time, go to My Team, and select a team member.
2. Make changes in the Team Member Details window, and select Save.
3. In QuickBooks Online or QuickBooks Online Payroll, Follow this link to complete the steps in product

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.

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

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. In QuickBooks Time, 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.

Archiving a team member removes their settings and prevents them from being able to sign in and use QuickBooks Time. Their data and timesheets remain viewable in reports but can’t be edited.

In QuickBooks Online, archiving removes them from the time-tracking list only. They stay in your employee list. If you have QuickBooks Online Payroll, you have to manage the employee through Payroll. 

As an admin or manager, you can still view their timesheets and reports, but you can't edit them after archiving. To remove access for that team member, you can do so using the Access toggle in My Team.

Archive one team member

1. In QuickBooks Time, go to My Team.
2. Next to the team member's name, select the more options icon .
3. Select Archive, then Confirm.

Archive multiple team members

1. In QuickBooks Time, go to My Team.
2. Select Add team members ▼ dropdown, 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 the 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. 

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 (#) from the ▼ dropdown.
3. Next to the team member's name, select the more options icon .
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. Select Export List.
5. Open the spreadsheet, and in the Active column, change the status from archived to active.
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.