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Manage schedule notifications and permissions in QuickBooks Time

by Intuit•24• Updated 4 days ago

Learn how to set up or change schedule notifications and preferences for QuickBooks Time and QuickBooks Online.

A person paying another person. If you have employees and want to track their time, consider QuickBooks Online Payroll Premium or Elite. This also includes advanced time tracking options like time off requests, mobile time entry, and scheduling.

You can set schedule reminders and notifications in QuickBooks Time to stay organized and keep your team on track. All notifications are sent to team members, unless otherwise specified in the Company Settings.

If you have QuickBooks Online Essentials, Plus, Advanced, Accountant, or QuickBooks Online Payroll Premium or Elite, you can manage schedule notifications and permissions there.

Schedule permissions

Set up schedule permissions for the entire company

  1. In QuickBooks Online, go to Time, select Time team, then Schedule. 
  2. On the calendar, select Settings Settings gear icon., then Edit view settings.
    • Daily hour totals display in the column headings. Team member hour totals display in the left column. The total hours are only visible to admins and schedule managers.
    • On the calendar, dot colors indicate:
      • Green: On the clock
      • Orange: On a break
  3. Make your selections, and select Save.
  4. Select Settings Settings gear icon., then Schedule Preferences.
  1. In QuickBooks Time, go to Schedule.
  2. On the calendar, select Settings Settings gear icon., then Edit view settings.
    • Daily hour totals display in the column headings. Team member hour totals display in the left column. The total hours are only visible to admins and schedule managers.
    • On the calendar, dot colors indicate:
      • Green: On the clock
      • Orange: On a break
  3. Make your selections, and select Save.
  4. Select Settings Settings gear icon., then Schedule Preferences.

Customize schedule permissions for individuals

If you want to grant a team member permission to view, add, edit, or delete shifts, follow these steps in QuickBooks Time.

  1. In QuickBooks Time, go to My Team.
  2. Select a team member, then select Permissions.
  3. Select the View schedule, then Manage schedule permissions, and select Save.

Schedule notifications

Note: These steps are available only in QuickBooks Time.

Only admins can set company-wide schedule notifications.

  1. Go to Company Settings in QuickBooks Time web dashboard, then select Notifications.
  2. Make your selections, and select Save.

This setting overrides company-wide preferences, allowing team members to manage their own notification settings.

  1. In QuickBooks Time on the web dashboard, select My Team.
  2. Select the team member.
  3. Select Notifications, make your selections, and select Save.

If a team member wants to update or change schedule notifications, they can do it from a mobile device or computer.

From the mobile device

  1. In QuickBooks Workforce, select More, then Settings, and select Notifications.
  2. Select which reminder you want to change, then turn on or off the notification type.

From the computer

  1. In QuickBooks Workforce, select your name in the top right corner, then select Profile.
  2. Select Notifications.
  3. In the Schedule section, make your selections, and select Save.
QuickBooks Online AccountantQuickBooks Online AdvancedQuickBooks Online EssentialsQuickBooks Online Payroll EliteQuickBooks Online Payroll PremiumQuickBooks Online PlusQuickBooks Time EliteQuickBooks Time PremiumQuickBooks Workforce

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