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QuickBooks Time Premium

by Intuit• Updated 1 week ago

Setting up HR workflows lets you automate repetitive company processes, such as equipment requests or new hire orientations, by automatically routing tasks to the correct people. Reusable templates ensure consistency across your organization and make managing multi-step administrative tasks easier.

What you’ll need

An active QuickBooks Online Payroll Premium and Elite

Step 1: Create a new template

The template serves as the master blueprint for your workflow. You define the sequence and general structure here before adding specific tasks.

Go to All apps , then Team, then HR workflows (Take me there).
Select + Add template.
Choose a template from the library or select Create new.
Enter a unique name and description for your workflow.
Choose the Task order for your workflow:
- Sequential: Tasks must be completed in a specific sequence (1, 2, 3…).
- In any order: Tasks can be completed simultaneously or in any sequence.
Select Save and continue.
(Optional) Select a schedule to automate when the HR workflow starts.
Select Save and continue.
Select Tasks.
Set who can start the Begin workflow task. This task determines who’s authorized to start the workflow, and what information they have to provide. Employees can only start workflows for themselves, but managers can also start a workflow on behalf of their employees.
- Admin: This role is locked and will allow any payroll admin to start the workflow for themselves, or others within the company.
- Assigned employee's managers: Choose if they can start for themselves, start for others, have full access, have no access, or view only access.
- Assigned employees: Choose if they can start for themselves.
Add any necessary instructions or required fields to the start form.

Step 2: Add and organize tasks

After setting the starting parameters, you can build out the individual steps of the workflow, assign owners, and set deadlines.

Select Add task.
Tip: To copy an existing task, select the Actions and select Duplicate.
Enter the task details, including specific instructions, required fields, or dynamic variables to personalize the experience.
Choose at least one Assignee to complete the task. You can assign it to a specific employee, a manager, or an entire department.
(Optional) Set a Task start date or Task due date. If the workflow is sequential, the start date is triggered when the previous task is finished.
- Task start date: Keeps the task in Pending status until the date is reached.
- Task due date: Displays a deadline in the task manager.
(Optional) Set permissions to allow assignees to change the task owner or add comments. (Note: Payroll admins always retain these permissions.)
Select the Data sources tab to review the information flow.
Select Publish to finalize the template and make it available for use.

Results

Once published, your workflow template is active and ready to be used.

Next steps

After publishing your template, you can monitor active processes through the dashboard or manually trigger the workflow for specific employees as needed.