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Import and update team members in QuickBooks Time using csv spreadsheet

SOLVEDby QuickBooks12Updated September 03, 2021

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

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