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Manage shifts for QuickBooks Time web

SOLVEDby QuickBooks36Updated December 20, 2023

Learn how to create, assign, publish, change schedule view, print, and delete the schedule for QuickBooks Time.

If you have QuickBooks Online Essentials, Plus, Advanced, Accountant, or QuickBooks Online Payroll Premium or Elite, you can manage shifts for QuickBooks Time web there.

Learn how to: 

Create a shift

To create a shift

  1. In QuickBooks Online, go to Time, then Time team, and select Schedule.
    Or in QuickBooks Time, select Schedule.
  2. Do one of the following:
    • Select inside a cell.
    • Select Actions, then Add Shift.
  3. Enter these items in the shift editor window. All are optional except start date, and start and end times:
    • All Day
    • Repeat
      •  Select the frequency and end date, and select Done.
      • When choosing when to End Repeat, if you select On, the limit is 1 year. If you select After, the limit is 365 shifts.
    • Title
    • Color
    • Start Date
    • Start Time and End Time (with timezone)
    • Team members
      • If no team members are assigned to the shift, it appears at the top of your calendar in the Unassigned row.
    • Job or Customer
      • This is needed if you want your team members to clock in to a shift in the Workforce app.
    • Location
      • Will auto-fill with suggested locations from Google maps.
    • Notes
    • Add fields (custom fields)
  4. Do one of the following:
    • Save Draft: Saves the shift without publishing it to the assigned team members' calendars. Will display in white in the calendar.
    • Publish: Assigns the shift to team member and manager calendars. Published shifts display in their selected color.

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Assign team members to an existing shift

  1. In QuickBooks Online, go to Time, then Time team, and select Schedule.
    Or in QuickBooks Time, select Schedule.
  2. Select a shift.
  3. In the schedule editing window, select Edit.
  4. In the Team members field, enter one or more team members' names.
  5. Select Publish. The newly assigned team member(s) receive a notification of the change.

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Publish multiple shifts

  1. In QuickBooks Online, go to Time, then Time team, and select Schedule.
    Or in QuickBooks Time, select Schedule.
  2. Select Full.
  3. From the dropdown select Day, Week, or Month, then select Publish.

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Revert a published shift to draft status

  1. In QuickBooks Online, go to Time, then Time team, and select Schedule.
    Or in QuickBooks Time, select Schedule.
  2. Choose the shift, and select Edit.
  3. Select Save Draft.

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Print a copy of the schedule

If you need to print or save a copy of the schedule after you publish it to post for team members:

  1. In QuickBooks Online, go to Time, then Time team, and select Schedule.
    Or in QuickBooks Time, select Schedule.
  2. Adjust the view for Day, Week, or Month.
    Select the Print [icon] and choose your destination.

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Change or delete a shift 

Note: If you need to change or delete a shift assigned to multiple team members, select Edit All in the shift editor window.

Change a shift

Do one of the following in the Schedule:

  1. In QuickBooks Online, go to Time, then Time team, and select Schedule.
    Or in QuickBooks Time, select Schedule.
  2. Select the shift, then Edit. Make the changes, and select Publish.
  3. Drag the shift, and select Publish.

Delete a shift

  1. In QuickBooks Online, go to Time, then Time team, and select Schedule.
    Or in QuickBooks Time, select Schedule.
  2. Select the shift, then Edit.
  3. Select Delete .
    1. The shift will be removed from the team member's calendar, and they'll receive a notification.

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QuickBooks Online AccountantQuickBooks Online AdvancedQuickBooks Online EssentialsQuickBooks Online Payroll EliteQuickBooks Online Payroll PremiumQuickBooks Online PlusQuickBooks Time EliteQuickBooks Time Premium

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