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Team member settings and permissions in QuickBooks Time

SOLVEDby QuickBooksUpdated 1 month ago

Learn about QuickBooks Time team members settings and permissions. Some permissions can be set company-wide from Company Settings, but the following can be found in individual team member permissions in Team Member Details in My Team.

Notes:

  • Only account administrators and managers can adjust permissions for a team member.
  • When a team member is made a manager in QuickBooks Time, they can adjust permissions for their group or crew only.

Settings

To access Team Member Details, go to My Team, and select a team member.

  • General: Name, access, kiosk PIN (4 numeric digits), time zone, pay information (visible for admins only), group assignment, and contact information.
  • Permissions: User type and what a team member can see and manage. See below for more detailed information.
  • Customers: Assign or unassign parent and child customers that a team member can clock in or out of. 
  • Custom Fields: Select the link under Items to assign specific items in each custom field 
    • If a team member is assigned a required custom field and is assigned 0 custom field items, they won’t be able  to clock out or edit timesheets where that custom field displays.
  • Time Off: Types of time off that a team member can submit. 
    • To set up unique time off accruals for a team member, select the link under Accruals, make the desired edits, and select Apply.
  • Overtime: Settings that determine overtime calculations. 
  • Location: Requirement that GPS must be turned on for the team member to clock in. 
  • Notifications: Clock in/out reminders and notification method(s).

Permissions

Default user types:

There are four default user types that determine permission levels. After selecting a user type, adjust individual permissions as necessary.

  • Administrator: Admins have all permissions and access to Company Settings, Feature Add-ons, and integration syncing and set up if there’s an integration.
  • Payroll Manager: View timesheet reports for all team members and approve timesheets for all team members are default permissions. 
  • Custom: All permissions are optional except Account Management. 
    • To View timesheet reports for all team members, Approve/reject timesheets for all team members must be checked. 
  • Worker: All permissions are optional other than the ones that are crossed off. 

Detailed permission settings:

Account management: Only administrators can make adjustments to their company's QuickBooks Time account and company settings. An administrator may set more than one team member as an administrator.

Mobile time entry: Authorises users to clock in and out from any internet-enabled mobile device.

See "Who's Working" for entire company: Allows users to see the Who's Working window, which displays a list of team members that are clocked in.

Manage my timesheets: Allows users to sign in from anywhere and manage all aspects of their timesheets.

View timesheet reports for all team members: Allows users to view and download all reports except the approvals report.

  • Approve/reject timesheets for all team members: Allows users to also view the approvals report and approve, unapprove and reject timesheets.

Manage timesheets for all team members: Allows users to view, edit or delete a timesheet.

Manage authorisation: Allows users to authorise and unauthorise computers for clocking in and out. 

Manage team members and groups: Allows users to manage team member settings and group settings.

Manage jobs (or customers) and custom fields for Company: Allows users to create, manage, or delete jobs (or customers) and custom fields.

View and Manage Schedules: Allows users to view and/or manage their own schedule, their group's schedule, or the entire company's schedule

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