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Intuit

TSheets Administrator's Getting Started Guide

When you first get started with TSheets, you have different options to learn about your account, such as walking through the in-product tour or attending a hosted webinar. Use this guide if you bypassed your tour options, or just need a refresher on some of the setup steps! You'll also find links to the full help article for each topic if you need steps beyond getting started.

 

For more information, see About company settings.

  1. Go to Company Settings.
  2. Enter company information and make your selections and choices. Select Save at the bottom of each tab as you make changes. This includes company information, time entry options, overtime settings, and more.

Note: Any settings changed here will apply to all team members in the account (e.g., notification options) except for any team members with customized settings.

TSheets offers many payroll and accounting software integrations. These allow you to export your team members' worked hours seamlessly into the other software for payroll, invoicing, and more! Some of the integrations help with your account setup by importing information like team members and customers into TSheets.

Check out everything we offer on our Payroll and invoicing page.

See how to add and manage team members for videos and more steps beyond the initial setup.

Add team members

  1. Go to My Team.
  2. Select +Add.
  3. Enter their information, and select a role. (Note: Role options here are Administrator, Worker, and Payroll Manager.)
  4. If you'd like an invitation to be sent to the team members(s), enter their email address(es) and/or mobile number(s), and choose the preferred delivery method. The invitation will guide them through the setup of their TSheets account.
  5. Select Add Team Member(s).

Edit a team member

  1. Go to My Team.
  2. Select a team member.
  3. In the Details window, make the changes, and select Save.

Adjust permissions for a team member

  1. Go to My Team.
  2. Select a team member.
  3. Select the Permissions tab, adjust the permissions, and select Save.

See how to add and manage groups, crews, and their managers for videos and more steps beyond the initial setup.

Add a Group

  1. Go to My Team.
  2. Select Groups and Managers, then Add Group.
  3. Enter the group name, and select Save.

Assign or unassign a team member to a group

  1. Go to My Team.
  2. Select a team member.
  3. Do one of the following:
    • To assign: From the Group drop-down, select a group, then Save.
    • To unassign: From the Group drop-down, select None, then Save.

Add a group manager

  1. Go to My Team.
  2. Select Groups and Managers.
  3. To the right of the crew name, select Managers.
  4. Enter the manager's name, and select Add.

See how to create and manage jobs or customers for videos and more steps beyond the initial setup. Note: If you have integrated TSheets with QuickBooks, Reckon, or Xero, the term "job" will display as "customer" in TSheets.

Create a top-level job

  1. Go to Jobs.
  2. Select Add Job.
  3. Enter a name for the job.
  4. Select Save or hit enter on your keyboard to quickly add the next job.
  5. Select Cancel or the X in the Add Job panel to stop adding jobs.

Create a sub-level job

  1. Go to Jobs.
  2. Select  to the right of the top-level job under which you want to place the sub-level job.
  3. Enter the sub-level job name.
  4. Select Save or hit enter on your keyboard to quickly add the next job.
  5. Select Cancel or the X in the Add Job panel to stop adding jobs.

Assign or unassign a job to team members

  1. Go to Jobs.
  2. Select .
  3. Assign or unassign:
    • To assign, select Assign to all team members or select Edit to choose team members. Then go back and Save.
    • To unassign, uncheck Assign to all team members or select Edit to deselect all the boxes. Then go back and Save.

See: how to set up and manage custom fields for videos and more help beyond the initial setup.

To install:

  1. Go to Feature Add-ons Manage Add-ons.
  2. Under Get More, find Custom Fields and select Install.

Add a field:

  1. Go to Feature Add-ons Custom Fields.
  2. Select +Add a new field.
  3. Add a Field Name and, under Field Type, choose one of the following: List, Text, Whole Number, or Decimal Number.
    Note: At least one item must be added before saving for List field types. Select +Add Item > enter the item's name > Save.
  4. Make any other selections and select Save.

Set up overtime tracking

See how to set up overtime tracking for more steps beyond the initial setup.

  1. Go to Company Settings Payroll and Overtime.
  2. Select Overtime.
  3. Make your overtime selections.

Set up advanced overtime tracking

See how to configure and change advanced overtime settings for more steps.

  1. Go to Company Settings Payroll & Overtime Overtime.
  2. Select Use Pay Rate Engine at the bottom.
  3. Add Settings and Rules here in accordance with your company needs.

See how to create and manage breaks for a video and more steps beyond the initial setup.

Install the breaks add-on

  1. Go to Feature Add-ons Manage Add-ons.
  2. Scroll down to the Breaks add-on, and select Install.

Create a break

  1. Go to Feature Add-ons Breaks.
  2. In the Breaks Preferences window, select Add Break Rule.
  3. Enter the name of the break, the length, and select Paid or Unpaid.
  4. By default, the break rule is assigned to all team members. To view and assign to individual team members, select all team members.
    • Clear the Uncheck All box, select  next to the group name (if groups have been set up), select individual groups or team members, and select OK.
  5. Select Automatic break, Manual break, or both.
  6. In the Break Rules window, make the final selections, and select Save. The Breaks Preferences window displays with the new break rule Active status set to ON.

See how to set up time off codes and accruals for videos and more steps beyond the initial setup.

Set up time off

  1. Go to Company Settings > Advanced.
  2. Select Time Options > Time Off.
  3. Select Enable time off, if applicable, select Allow team members to submit time off, then Save.

Add a time off code

  1. Go to Feature Add-ons > Time Off Codes.
  2. Select Add New.
  3. Enter a code name, choose if it is Paid or Unpaid, and select Save.

Set up accruals for a time off code

  1. Go to Feature Add-ons > Time Off Codes.
  2. Next to the Time Off code you want to enable, select .
  3. Select Track Accruals or select Edit Settings.
  4. Select Apply New Settings and set up how you would like time off hours to accrue. See how to set up time off codes and accruals for more help.

Install TSheets schedule and set preferences

See how to install and uninstall TSheets schedule for more help.

  1. In the TSheets left menu, go to Feature Add-ons Manage Add-ons.
  2. Scroll down to Schedule, and select Install.
  3. In the Schedule Preferences window, select which schedule all team members can view and manage.
    Note: These settings can be overridden for individual team members by going to My Team.

Add a shift

See how to add, assign, and publish jobs/shifts (Computer) for more detailed steps.

  1. Do one of the following:
    • Select inside the cell.
    • Go to Actions, then Add Shift.
  2. Select the start and end times, and fill out any other desired information.
  3. Do one of the following:
    • To save the shift without publishing it to the assigned team member calendar(s), select Save Draft. Unassigned shifts display in white on the calendar.
    • To save the shift and publish it to team member and manager calendars, select Publish. If you'd like to return it to draft state, select Save Draft. The shift will be removed from team members' calendars.

See About reports for information on all the reports that TSheets offers. Also check out how to set up timesheet submission and approvals for more information.

Install the approvals add-on

  1. In the left menu, go to Feature Add-ons Manage Add-ons.
  2. From the list, find Approvals, and select Install.
  3. In the Approvals Preferences window, on the General Options tab, select the appropriate options.

Set up notifications and reminders

  1. Go to Feature Add-ons Manage Add-ons.
  2. From the list, find Approvals, and select Preferences.
  3. In the Approvals Preferences window, on the Notifications & Reminders tab, select the appropriate options.

As an administrator, you automatically have full management permissions over the account. See manager's getting started guide for a walkthrough on the management of team members' timesheets.

To help your team members adjust to their new TSheets accounts, you can share the following training options that best fit your company’s requirements. There are video guides, how-to articles, and other helpful links to make sure everyone is prepared to use TSheets.

Mobile

Crew

Desktop

Kiosk

Other helpful links

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