Add and manage team members in QuickBooks Time

• When you start your QuickBooks Time subscription, you'll be invited to take a features tour. Immediately after the tour, the online QuickBooks Time Guide will help you quickly and easily set up your team members.
• If you bypassed the tour, this guide describes how to accomplish that task.
• Only account administrators are authorised to perform this task.

• When you start your QuickBooks Time subscription, you'll be invited to take a features tour. Immediately after the tour, the online QuickBooks Time Guide will help you quickly and easily set up your team members.
• If you bypassed the tour, this guide describes how to accomplish that task.
• Only account administrators are authorised to perform this task.

How to:

• Add Team Members
• Invite Team Members to QuickBooks Time
• Archive Team Members
• Reactivate Archived Team Members
• Edit a Team Member
• Grant Permissions to a Team Member
• Allow a Team Member to Edit Their Profile
• Enter a Pay Rate

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.

Add individual team members

1. Go to My Team.
2. Select + Add .
3. Enter their information, and select a role.
   • 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.
4. If you'd like an invitation to be sent to the team member(s), enter their email address(es) and/or mobile number(s), and select Email  or Text .
5. Select Add Team Member(s).

Bulk upload team members from accounting software or CSV Spreadsheet

Currently, QuickBooks Time can support bulk team member uploads from:

• QuickBooks Online
• QuickBooks Desktop
• Xero
• Gusto

1. Go to My Team.
2. Select + Add.
3. At the lower left, select Import them from your accounting software or from a spreadsheet (.csv).
4. Do one of the following:
   • To upload via accounting software: Locate and select your software brand.
   • To upload via .csv spreadsheet, see: Importing and updating team members via CSV spreadsheet.

Note: If already integrated with one of the above software, each new team member will need to be first added in the integrated software and then imported into QuickBooks Time using the appropriate import option. (Follow the links provided to learn more about each integration.)

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How to invite team members to QuickBooks Time

If you chose not to invite team members during the 'adding' process described in how to add team members

1. Go to My Team.
2. At the top of the My Team window, select Invite. 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 or mobile number on file can be invited.
3. All team members with an email address or mobile number on file will be selected automatically. Deselect individual team members you do not want to invite, or select Deselect all and individually select those you do want to invite.
4. Under Email / Text, select Email  to send an email invitation, or Text  to send a text message invitation. If a mobile number is on file, the default invitation is text message.
5. Select Send [#] Invites.

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How to archive team members

Note: Archiving a team member will erase all their personalised settings. If you simply want to remove access for that team member, you can do so using the Access toggle in My Team. This will save their settings.

How to archive one team member

1. Go to My Team.
2. Next to the team member's name, select More ().
3. Select Archive > Confirm.

How to archive multiple team members

1. Go to My Team.
2. At the top left, select + Add.
3. At the lower left, select Import them from your accounting software or from a spreadsheet (.csv).
4. Select Spreadsheet (.csv).
5. Select Download Spreadsheet > Next.
6. Open the spreadsheet, and in the far right column, change active to archived, and save the spreadsheet. (Note: If you are using a different spreadsheet program (Excel, Google Sheets, and so on.), save the updated file in .csv format before uploading.)
7. Select Choose File, find the file, and select Open.
8. Back in the Import spreadsheet (.csv) window, select Upload.

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How to reactivate archived team members

How to reactivate one archived team member

1. Go to My Team.
2. Under View, select Archive.
3. Next to the name that you want to unarchive, select More ().
4. Select Unarchive > Confirm.

How to reactivate multiple archived team members

1. Go to My Team.
2. At the top left, select + Add.
3. At the lower left, select Import them from your accounting software or from a spreadsheet (.csv).
4. Select Spreadsheet (.csv).
5. Select Download Spreadsheet > Next.
6. Open the spreadsheet, and in the far right column, change archived to active, and save the spreadsheet. (Note: If you are using a different spreadsheet program (Excel, Google Sheets, and so on.), save the updated file in .csv format before uploading.)
7. Select Choose File, find the file, and select Open.
8. Back in the Import spreadsheet (.csv) window, select Upload.

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How to edit a team member

1. Go to My Team.
2. Select a team member.
3. In the Details window, make the changes, and select Save.

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How to grant permissions to a team member

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

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How to allow all team members to edit their profiles

1. Go to Company Settings.
2. Select Team Member > Permissions tab.
3. Check the Allow Team Members to Manage Their Settings box.
4. Select Save.

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How to 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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