Space for pervasive banner when authenticated
Manage team member settings and permissions in QuickBooks Time
Learn about team members settings and permissions in QuickBooks Time.
In QuickBooks Time, permissions can be managed both company-wide and at an individual team member level. The following can be managed in the individual team member settings:
General
Permissions
Customers
Custom Fields
Time Off
Overtime
Location
Notifications
Access and adjust team member settings
Note: Only account administrators and managers can modify team member permissions. When a team member is assigned with a manager role, they can only adjust permissions for their specific group or crew.
Go to My Team, and select a team member.
Select the permission you want to update. The following are the permissions you can manage at the individual team members settings:
General: Name, access, kiosk PIN (4 numeric digits), time zone, pay info (visible to admins only), group assignment, and contact info.
Permissions: User type and what a team member can see and manage.
Customers: Assign or unassign parent and child customers that a team member can clock in or out of.
Custom Fields: Select the link under Items to assign specific items in each custom field. If a team member is assigned a required custom field but has no items assigned (0 items), they will be unable to clock out or edit timesheets that include that custom field.
Time Off: Types of time off that a team member can submit. To set up unique time off accruals for a team member, select the link under Accruals, make the desired edits, and select Apply.
Overtime: Settings that determine overtime calculations.
Location: Requirement that GPS must be turned on for the team member to clock in.
Notifications: Clock in and clock out reminders, and notification methods.
Select Save.
Permissions Levels
Default user types
There are four default user types that determine permission levels.
Administrator
Admins have all permissions and access to company settings, feature add-ons, integration syncing and set up.
Payroll Manager
View timesheet and approve timesheets for all team members.
Custom
All permissions are optional except Account Management. To view timesheet reports and approve or reject timesheets for all team members, the option to manage timesheets must be enabled.
Worker
All permissions are optional, except for those that are crossed off.
Detailed permission levels
Account management
Only administrators can make adjustments to their company's QuickBooks Time account and company settings. An administrator may set more than one team member as an administrator.
Mobile time entry
Authorizes users to clock in and out from any internet-enabled mobile device. This is selected (and grayed out) by default if “Manage my timesheets” is selected. Uncheck the “Manage my timesheets” if you need to customize the “Mobile time entry” permission.
See "Who's Working" for the entire company
Allows users to see the Who's Working window, which displays a list of team members that are clocked in.
Manage my timesheets
Allows users to sign in from anywhere and manage all aspects of their timesheets.
View timesheet reports for all team members
Allows users to view and download all reports except the approvals report.
Approve or reject timesheets for all team members
Allows users to view the approvals report and approve, unapprove, and reject timesheets.
Manage timesheets for all team members
Allows users to view, edit or delete a timesheet.
Manage authorization
Allows users to authorize and unauthorize computers for clocking in and out.
Manage team members and groups
Allows users to manage team member settings and group settings.
Manage jobs or customers, and custom fields for Company
Allows users to create, manage, or delete jobs (or customers) and custom fields.
View and Manage Schedules
Sign in now for personalized help
See articles customized for your product and join our large community of QuickBooks users.
Call Sales: 1-800-365-9606
