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Get started with QuickBooks Workforce

SOLVEDby QuickBooks283Updated February 09, 2024

Learn everything you need to set up QuickBooks Workforce, so you can start tracking time for yourself or track time for your crew. If you’re a QuickBooks Time admin, you’ll also need to turn on settings and permissions so your team is all set to use the Workforce app. 

QuickBooks Workforce is also available in Spanish. If your mobile device’s language is set to Spanish, the Workforce app displays in Spanish as well.

Important: In late June 2023, the QuickBooks Time mobile app will be renamed to QuickBooks Workforce with a new logo. No action is required from you, and all your settings and data will stay the same. For customers of QuickBooks Payroll, we brought paychecks, W-2s, and more features into a centralized app, with one secure sign-in. Contractors will not have access to pay details in the app, but can continue to track time.

In this article, you'll learn how to:

Install QuickBooks Workforce

iPhone

  1. On your iOS device, go to the App Store, then search for and select QuickBooks Workforce.
    1. To see if your device and operating system are compatible, go to Information. Next to Compatibility, it displays Works on this iPhone if your device meets the requirements.
    2. To see how much data storage is needed on your device for the download, go to Information, then Size. If you have further questions on data storage or battery usage once the app is in use, see Use and understand GPS for team members.
  2. To install, select Get, then Open.
  3. Message pops up, "Allow QuickBooks Time to send you notifications?" Select Allow or Don’t allow.
  4. Before you sign in and start tracking time, check device settings.

Android

  1. On your Android device, go to Google Play, then search for and select QuickBooks Workforce.
    1. To see if your device and operating system are compatible, go to About this app, then Compatibility for your active devices. Next to Compatibility, it displays as Works on your device if your device meets the requirements.
    2. To see how much data storage is needed on your device for the download, go to App info, then Download size. If you have further questions on data storage or battery usage once the app is in use, see (link to team members GPS article).  
  2. To install, go back, then select Install, then Open.
  3. Message pops up, "Allow QuickBooks Time to send you notifications?" Select Allow or Don’t allow.
  4. Before you sign in and start tracking time, check device settings.

The iPhone app is compatible with an iPad, but won't appear in the initial search. Here's how to find it: 

  1. In the app store, select iPad only along the top.
  2. Switch it to iPhone only.
  3. Search for QuickBooks Workforce, select Download app.
  4. Message pops up, "Allow QuickBooks Time to send you notifications?" Select Allow or Don’t allow.
  5. Before you sign in and start tracking time, check device settings.

Change device settings

When you install QuickBooks Workforce, there are certain device settings that are automatically changed so the app can work properly. If needed, check these device settings and change them so the app can sync data to and from the web dashboard, track location, and send notifications.

Note: Specific instructions for these settings may vary depending on your device. Please check the specific instructions from your device’s support page if you need additional help.

iOS settings

  1. On your iOS device, go to Settings, Battery, then turn off Low Power Mode.
  2. If you have Battery saver apps, make sure the permissions are set to not include the Workforce app.
  3. Go back to Settings, then select Workforce.
  4. Select Location, then Always. Turn on Precise location
  5. (Optional) Go back and select Notifications. Turn on Allow Notifications (this step is optional). 
  6. Go back and turn on Background App Refresh.
  7. To make sure your global location settings are also on, go to Settings, Privacy & Security, then Location Services. Turn on Location Services

Android settings

  1. On your Android device, go to Settings, Apps, App Management.
  2. Find and select QuickBooks Time to open the App info page. From this page, you’ll be able to update permissions, battery usage, and data usage settings.
  3. Select Permissions, Location, then choose Allow all the time. Turn  on Use precise location.
  4. Select Notifications, then turn on Allow notifications and manage your selections. (This step is optional)
  5. Go back to the App info page, select Battery, then select Unrestricted and back to save these changes.
  6. Go back to the App info page, select Mobile data, then turn on Allow background data usage and Allow data usage while Data saver is on.
  7. To make sure the global location setting is on, go to Settings, then Location, and turn on Location.

Keep the Workforce app up to date

Keep your Workforce app updated to avoid errors.

Set up auto-update

To set up your mobile device for automatic app updates, follow these steps.

iOS:

  1. Select Settings, then App Store.
  2. Go to Automatic Downloads, and turn on App Updates.

Android:

  1. Go to the Play Store, then select your profile icon.
  2. Select Settings, Network preferences, then Auto-update apps.
  3. Choose one of the following:
    • Over Wi-Fi only (Recommended)
    • Over any network. Data charges may apply.
  4. Select Ok.

Manually update

Unless you’ve set your smartphone to not auto-update apps, your Workforce app will update automatically. If you need to update the Workforce app manually, follow these steps.

iOS:

  1. Go to the App Store, then select your profile icon.
  2. Go to QuickBooks Workforce, and select Update.
  3. When the update has finished installing, select Open.

Android:

  1. Open the Google Play Store.
  2. Select the profile icon, then select Manage apps and devices.
  3. Under Overview tab, select Updates available.
  4. Next to the Workforce app, select Update.
    1. If it isn’t in the list, it has the most recent update.

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