Administrator's Getting Started Guide

Notes:

  • When you start your TSheets subscription, you’ll be invited to take a features tour. Immediately after the tour, the online TSheets Guide will help you quickly and easily set up your company, employees, and jobs or customers.
  • If you bypassed the tour, this guide describes how to accomplish those tasks.
  • Only account administrators are authorized to perform these tasks.



How to:




How to Configure Your TSheets Company Account


For more information, see About Company Settings.
  1. Go to SET UP › Company Settings.
  2. Enter company information and select settings, clicking Save at the bottom of each tab:
    • General: Account Setup: The Basics and Contact Information
    • General: Subscription & Payments
    • Advanced: Time Options: Time Entry, Overtime, and Paid Time Off
    • Advanced: Payroll Options
    • Advanced: User Options
    • Advanced: Mobile Options
    • Notifications
    • Add-Ons
    • Security



How to Add and Manage Employees

See also: About Employees




How To Add Employees

  1. Go to MANAGEEmployees & Groups.
  2. Click + Add Employees.
  3. Enter their information, and select a role. (Note: Role options here are Administrator, Employee, and Payroll Manager. If you'd like to change a user's role or set up a custom user, see How to Grant Permissions to an Employee below.)
  4. If you'd like an email invitation to be sent to the employee(s), enter their email address(es), and check the INVITE box. The email will guide them through setup of their TSheets web account and will give them the option to text a link to their phone(s) so that they can easily install the TSheets mobile app.
  5. Click Add Employee(s).



How to Remove (Archive) an Employee

  1. Go to MANAGEEmployees & Groups.
  2. Next to the employee's name, click , and OK to confirm.



How to Reactivate an Archived Employee:

  1. Go to MANAGEEmployees & Groups.
  2. From the drop-down in the upper left of the Employee List, select Archived Employees.
  3. Next to the employee name that you want to unarchive, click , and OK to confirm.



How to Edit an Employee

  1. Go to MANAGEEmployees & Groups.
  2. To the right of the employee's name, click the pencil icon ().
  3. In the Employee Editor, make the changes, and click Save.



How To Grant Permissions to an Employee

  1. Go to MANAGEEmployees & Groups.
  2. To the right of the employee, click the pencil icon ().
  3. Select the Permissions tab, adjust the permissions, and click Save.



How to Allow Employees to Edit Their Profiles

  1. Go to SET UP › Company Settings.
  2. Select AdvancedUser Options tab.
  3. Check the Allow Employees to Manage Their Settings box.
  4. (Optional) Check and/or uncheck individual permissions.
  5. Click Save. On the left side main menu under SETTINGS, the My Profile option now displays.



How to Enter a Pay Rate

Notes:

  • The pay rate field only displays if TSheets is not integrated with a payroll program.
  • The pay rate is for reference only.
  1. Go to MANAGEEmployees & Groups.
  2. To the right of the employee name, click the pencil icon ().
  3. Enter the pay rate in dollars and cents (for example, 30.00), from the drop-down, select the pay requency, and click Save.



How to Add and Manage Groups and Crews

See also: About Groups or Crews and Their Managers




How To Add a Group or Crew

  1. Go to MANAGEEmployees & Groups.
  2. Click Groups and ManagersAdd Group.
  3. Enter the group name, and click Save.



How to Delete a Group or Crew

  1. Go to MANAGEEmployees & Groups.
  2. Click Groups and Managers.
  3. To the right of a crew name, click the trashcan icon () › OK to confirm.



How to Rename an Employee Group

  1. Go to MANAGEEmployees & Groups.
  2. Click Groups and Managers.
  3. To the right of a crew name, click the pencil icon ().
  4. Enter the new name, and click Save.



How to Assign or Unassign an Employee to a Group

  1. Go to MANAGEEmployees & Groups.
  2. To the right of the employee's name, click the pencil icon ().
  3. Do one of the following:
    • To assign: From the Group drop-down, select a group, and click Save.
    • To unassign: From the Group drop-down, select None, and click Save.



How to Add a Group Manager

  1. Go to MANAGEEmployees & Groups.
  2. Click Groups and Managers.
  3. To the right of the crew name, click MANAGERS.
  4. Enter the manager's name, and click Add.



How to Add and Manage Jobs/Customers




How to Add a Top-Level Job Code or Customer

  1. Go to MANAGEJob Codes or Customers.
  2. Click Add Top Level Job Code.
  3. Enter a name for the job code, and, if desired, a short code.
  4. Click Save. "Job Code Added" briefly displays.



How to Add a Sub-Level Job Code or Customer

  1. Go to MANAGEJob Codes or Customers.
  2. Click the plus sign to the right of the top level job code under which you want to place the sub level code.
  3. Enter the sub-level job code name, and if desired, a short code.
  4. Click Save. "Job Code Added" briefly displays.



How to Change a Job Code or Customer Level

  1. Go to MANAGEJob Codes or Customers.
  2. Click the pencil icon () › Move.
  3. In the Choose a new parent job code window:
    • To raise the level, click Top Level.
    • To lower the level, select any other job code.

The Manage Job Codes window redisplays showing the new position of the job code.




How to Import Job Codes from a CSV File

Note: To import customer codes from Quickbooks, use › Import.

  1. Go to MANAGEJob Codes.
  2. Click Import/Export.
  3. On the Import tab, click Choose File.
  4. Navigate to the .csv file that you want to import, and click Open.
  5. Check the appropriate options. We recommend importing in test mode first.
  6. Click Import. A list of errors and successes displays.



How to Export Job Codes to a CSV File

Note: To import customer codes from Quickbooks, use › Export.

  1. Go to MANAGEJob Codes.
  2. Click Import/Export.
  3. On the Export tab, click Download: Existing Customers.csv. The CSV file downloads to your computer.



How to Edit a Job Code

  1. Go to MANAGEJob Codes.
  2. Click the pencil icon ().
  3. Make the changes, and click Save.



How to Delete a Job Code

  1. Go to MANAGEJob Codes or Customers.
  2. Click .
  3. If the job code is assigned to any employees, a pop-up displays asking if you are sure that you want to delete the job code. Click Cancel or OK.



How to Assign or Unassign a Job Code or Customer to Employees

  1. Go to MANAGEJob Codes or Customers.
  2. Click the pencil icon ().
  3. Do one of the following:
  • To assign: Click Assign to Everyone or Assign, select employees, and Save.
  • To unassign: Deselect the boxes, and click Save.



How to Add and Manage Custom Fields




How to Add Custom Fields

Contact TSheets Customer Support or Australia TSheets Customer Support. Currently, they create custom fields for you.




How to Add, Edit, or Delete Items Within a Custom Field

  1. Go to SET UPCustom Fields.
  2. Navigate to the custom field, and click Edit.
  3. Add, edit, or remove an item:
    • To add an item, click Add a new item, enter the name, and click Save, or click Import items, choose a .csv file, and click Import.
    • To edit an item, click , make the change, and click Save.
    • To delete an item, click .



How to Assign and Restrict Custom Fields

  1. Go to MANAGEJob Codes or Customers.
  2. Click next to the job code or customer to which you want to adjust the assignment
  3. Check the box labeled Let me choose which "[Custom Field Title]" items are shown for this Customer.
  4. Click (Edit assigned items).
  5. Assign or unassign items.
    • Click to move items from the the Unassigned Items box to the Assigned Items box.
    • Click to move items from the Assigned Items box to the Unassigned Items box.
    • Assign or unassign the associated sub level codes, if any.



How to Add and Manage Paid Time Off (PTO)

See also: About PTO and Accruals




How to Enable PTO

  1. Go to SET UP › Company Settings.
  2. Click Advanced, and on the Time Options tab, click Advanced.
  3. Select Enable PTO, if applicable, click Allow employees to submit PTO, and click Save.



How to Add a PTO Code

  1. Go to MANAGEEmployees & Groups.
  2. Click PTO Codes tab.
  3. Click Add PTO Code.
  4. Enter a PTO code name, and click Done.



How to Define a PTO Code

  1. Go to MANAGEEmployees & Groups.
  2. Click PTO Codes tab.
  3. Select Track Accruals and/or Assign to all, and click Done.



How To Assign a PTO Code to One Employee

  1. Go to MANAGEEmployees & Groups.
  2. Click PTO Codes tab.
  3. If Assign to all is selected, uncheck the box, and click Assign.
  4. Check the boxes to the right of the employees to whom you want to assign the PTO code, and click Save. › Done.



How to Assign PTO Codes to All Employees

  1. Go to MANAGEEmployees & Groups.
  2. Click PTO Codes tab.
  3. Check the Assign to all box, and click Done.



How to Delete a PTO Code

  1. Go to MANAGEEmployees & Groups.
  2. Click PTO Codes tab.
  3. Click the next to the PTO code that you want to delete, click OK to confirm, and Done.



How to Create and Manage Breaks

See: How to Create and Manage Breaks




How to Set Up Timesheet Submission Notifications and Reminders

How to Install the Approvals Add-On

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

How to Set Up Notifications and Reminders

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

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