Import and update team members in QuickBooks Time using csv spreadsheet

If you have more than a handful of team members, adding them into your QuickBooks Time account as users could seem like a daunting task. Use these instructions to add or edit your team members efficiently!

1. Go to My Team > Select + Add.
2. In the lower left, select Large team? Import them […] > Select Spreadsheet (.csv).
3. Next, do one of the following:
   • For a spreadsheet template, select Download our spreadsheet template.
   • Select Export team member list > Export List to download a list of existing active and archived team members.
4. Make edits or additions to the spreadsheet according to the following outline:
   • Only one entry per line and there must be a header line.
   • Possible values for the header line are as follows. Only the First and Last name fields are required. All others are optional, and will only be updated/added when present.
     • First Name
     • Last Name
     • User Name - if this field is not included/populated and a new user is added, the Username will auto-generate as first initial, last name (ex: jsmith). Do not remove or change the username of existing team members in the spreadsheet or a duplicate user will be created.
     • Email - entering an email is recommended for password resets and notification emails
     • Employee # - an employee number (numeric only)
     • Payroll ID - commonly used in exports to a payroll system (alphanumeric)
     • Hire Date - date the team member was hired
     • Group - if you put a group here that doesn’t match an existing group, a new group with that name will be created
     • Pay Rate ($) - enter only a number, no currency symbols
     • Per - needs to be 'hour' or 'year'
     • Salaried - Y/N or 1/0
     • Exempt - Y/N or 1/0
     • Manage their timesheets - permission - Y/N or 1/0
     • Admin - permission - Y/N or 1/0
     • Mobile time entry - permission - Y/N or 1/0
     • Enabled - if the user is in the active or archived list
     • Who’s Working - permission - Y/N or 1/0
     • Phone # - should be in format ###-###-####
     • Kiosk Time Entry - permission - Y/N or 1/0
     • Timezone - for example, America/Los_Angeles
     • Kiosk PIN - 4-digit number used for Kiosk access
     • Active - if the user is in active or archived list
     • View schedule (company, group, own) - scheduling permission, must be entered as ‘company’, ‘group’, or ‘own’
     • Manage schedule (company, group, own) - scheduling permission, must be entered as ‘company’, ‘group’, or ‘own’
5. Back in the Import Team Member List (.csv) window, select Choose File > find the file, and select Open > select Next.
6. Select View details to display the number of successful updates/additions and display any errors with the reason (fix and re-upload if so).
7. Choose to Send invitations to added team members to set up their QuickBooks Time account (if an email was added) and/or Skip password change for existing users (if the password was not changed in the spreadsheet).
8. Select Import List