Add and manage groups and managers in QuickBooks Online and QuickBooks Time

Learn how to add and manage groups and managers in QuickBooks Time. 

A group is a set of team members who share certain characteristics such as geographical location, job function, or who work on the same job or for the same customer. Admins can assign a team member to be the manager of a select set of team members (a group).

Notes:

• Timesheet reports can include all team members or just the team members of a select group.
• Each team member can be a member of only one group. A manager can manage multiple groups.
• If a manager is also in the group they are managing, they’ll have managerial permissions over themselves.
• Managers of a group will have a Crew option in their QuickBooks Workforce to manage their group on the go.

Manager permissions

Managers are assigned these permissions for the team members in their group:

• Manage user accounts
• Manage timesheets 
• Approve timesheets
• Manage schedules
• Run reports

Add a group

QuickBooks Online

Note: This feature is available only for Premium and Elite customers.

1. Go to All apps , then Time, then Assignments.
2. Select Workers.
3. Select + Create group.
4. Enter a unique name for the group.
5. Select Add workers to assign members to this group.
6. Search the team member you want to assign to this group. You can assign:
   • Members who are part of other groups. This will move them from the other group to the current group where they are being reassigned.
   • Members who are not part of any group (must be active users).
   • Members can be only in one group at a time.
7. Select Create group.

QuickBooks Time

On a computer

1. In QuickBooks Time, go to My Team.
2. Select Groups and Managers, then Add Group.
3. Enter a group name, and select Save.

Rename a group

QuickBooks Online

1. Go to All apps , then Time, then Assignments.
2. Select Workers.
3. Find the group you want to rename. You can also enter the group name from the search field.
4. Under Actions, select ▼ next to View.
5. Select Edit group.
6. Edit the group name, then select Save.

QuickBooks Time

1. In QuickBooks Time, go to My Team.
2. Select Groups and Managers.
3. Next to the group name, select Edit ✎.
4. Enter the name, and select Save.

Delete a group

QuickBooks Online

1. Go to All apps , then Time, then Assignments.
2. Select Workers.
3. Find the group you want to delete. You can also enter the group name from the search field.
4. Under Actions, select ▼ dropdown next to View.
5. Under Actions, select the ▼ dropdown next to View.
6. Select Delete group.

QuickBooks Time

1. In QuickBooks Time, go to My Team.
2. Select Groups and Managers.
3. Next to the group name, select the delete icon , then OK.

Assign and unassign a team member to a group

QuickBooks Online

Assign a team member

After you create a group, select Assign workers then add workers for this group.

To add more members to an existing group:

1. Go to All apps , then Time, then Assignments.
2. Select Workers.
3. Find the group.
4. Under Actions, select the ▼ dropdown next to View and select Assign workers.
   • Or select View to view the group details. Select Assign, then Assign workers.
5. Select more workers for this group, then select Save.

Remove a team member

1. Go to All apps , then Time, then Assignments.
2. Select Workers.
3. Find the group, then select View to view the group details.
4. Find the member you want to remove.
5. Select View settings, then Remove worker.

QuickBooks Time

1. In QuickBooks Time, go to My Team.
2. Select a team member.
3. Do one of the following:
   • To assign: From the Group dropdown, select a group, then Save.
   • To unassign: From the Group dropdown, select (no group), then Save.

Assign leads or a manager to a group

QuickBooks Online

After you create a group, select Assign leads then to assign a manger to this group.

To add a manager to an existing group:

1. Go to All apps , then Time, then Assignments.
2. Select Workers.
3. Find and select the group you want to edit.
4. Under Actions, select the ▼ dropdown next to View.
5. Select a Assign group leads to assign one or more group leads.

Note: Assigning a group lead does not make them automatically become a member of the group, as sometimes group leads can belong to a completely different group and policies

QuickBooks Time

1. In QuickBooks Time, go to My Team.
2. Select Groups and Managers.
3. Find the group and select Managers. 
4. Search for and select the team member who will manage the group, then select + Add.
   Note: To remove a manager, select the Remove this manager icon next to the manager.
5. Once you're done, select Close.

View crew members on QuickBooks Workforce

In your Workforce app, the group feature is called "crew". 

Check to see if you have the crew feature:

1. In your Workforce app, go to More, then Crew.
2. If you don't see that, your account admin may need to set up a group and assign you as a manager. Please see the section Add a group and Assign a manager to a group. 

To access the crew feature as an admin:

1. In your Workforce app, go to More, then Settings.
2. Select General, then turn on Show Admin Crew.