Manage shifts for QuickBooks Time web

Learn how to create, assign, publish, change schedule view, print, and delete the schedule for QuickBooks Time.

If you have QuickBooks Online Essentials, QuickBooks Online Plus, QuickBooks Online Advanced, QuickBooks Online Accountant, or QuickBooks Online Payroll Premiumor QuickBooks Online Payroll Elite, you can manage shifts for QuickBooks Time web there.

Learn how to: 

• Create a shift
• Assign team members to an existing shift
• Publish multiple shifts
• Revert a published shift to draft status
• Print a copy of the schedule
• Change or delete a shift

Note: Field names in QuickBooks Online and QuickBooks Time may differ and might not match exactly.

Create a shift

To create a shift

1. In QuickBooks Online: Follow this link to complete the steps in product Or in QuickBooks Time, select Schedule.
2. Do one of the following:
   • Select inside a cell.
   • Select Actions ▼ dropdown, then Add Shift.
3. Enter these items in the shift editor window. All are optional except start date, and start and end times:
   • All day
   • Repeat
     •  Select the frequency and end date, and select Done.
     • When choosing when to End Repeat, if you select On, the limit is 1 year. If you select After, the limit is 365 shifts.
   • Title
   • Colour
   • Start date
   • Start time and End time (with timezone)
   • Team members
     • If no team members are assigned to the shift, it appears at the top of your calendar in the Unassigned row.
   • Job or Customer
     • This is needed if you want your team members to clock in to a shift in the Workforce app.
   • Location
     • Will auto-fill with suggested locations from Google maps.
   • Notes
   • Add fields (custom fields).
     Note: A field labelled + Add field might be displayed in the window.
4. Do one of the following:
   • Save Draft: Saves the shift without publishing it to the assigned team members' calendars. Will display in white in the calendar.
   • Publish: Assigns the shift to team member and manager calendars. Published shifts display in their selected colour.

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Assign team members to an existing shift

1. In QuickBooks Online: Follow this link to complete the steps in product Or in QuickBooks Time, select Schedule.
2. Select a shift.
3. In the schedule editing window, select Edit.
4. In the Team members field, enter one or more team members' names.
5. Select Publish. The newly assigned team member(s) receive a notification of the change.

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Publish multiple shifts

1. In QuickBooks Online: Follow this link to complete the steps in product Or in QuickBooks Time, select Schedule.
2. Select Full.
3. From the ▼ dropdown, select Day, Week, or Month, then select Publish day or Publish week or Publish month.

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Revert a published shift to draft status

1. In QuickBooks Online: Follow this link to complete the steps in product Or in QuickBooks Time, select Schedule.
2. Select the shift, and select Edit.
3. Select Save Draft.

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Print a copy of the schedule

If you need to print or save a copy of the schedule after you publish it to post for team members:

1. In QuickBooks Online: Follow this link to complete the steps in product Or in QuickBooks Time, select Schedule.
2. Adjust the view for Day, Week, or Month.
3. Select the print icon and select your Destination.
4. Select Print.

Create a copy of the previous week's shifts

1. Follow this link to complete the steps in product
2. On the calendar, select Full, then Week in the ▼ dropdown. If needed, make any adjustments, and select Publish week.
   Note: Select a suitable option in the Send notifications? pop-up window if needed.
3. From the Actions ▼ dropdown, select Copy Previous Week and follow the next steps as needed.

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Change or delete a shift 

Note: If you need to change or delete a shift assigned to multiple team members, select the Edit all checkbox in the shift editor window.

Change a shift

Do one of the following in the Schedule:

1. In QuickBooks Online: Follow this link to complete the steps in product Or in QuickBooks Time, select Schedule.
2. Select the shift, then Edit. Make the changes, and select Publish.
3. Drag the shift, and select Publish.
   Note: Make sure to follow step 2 to publish the shift.

Delete a shift

1. In QuickBooks Online: Follow this link to complete the steps in product Or in QuickBooks Time, select Schedule.
2. Select the shift, then Edit.
3. Select the delete icon .
   1. The shift will be removed from the team member's calendar, and they'll receive a notification.

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