How to Add and Manage Employees

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 employees.
  • If you bypassed the tour, this guide describes how to accomplish that task.
  • Only account administrators are authorized to perform this task.



How to:

See also: About Employees







How To Add Employees

Important: If an employee does not have an email address, or if you do not click the Invite button, be sure to tell employees their usernames and passwords so that they can set up their account.

How to Add Individual 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 Bulk Upload Employees from Accounting Software or CSV Spreadsheet

Currently, TSheets can support bulk employee uploads for:

  • QuickBooks Online Plus
  • QuickBooks Desktop
  • Xero
  • Gusto
  • Reckon
  • Square
  1. Go to MANAGEEmployees & Groups.
  2. Click + Add Employees.
  3. At the lower left, click Import users from your accounting software or from a spreadsheet (.csv).
  4. Do one of the following:
    • To upload via accounting software: Locate and click your software brand.
    • To upload via .csv spreadsheet:
      1. Select Spreadsheet (.csv). We recommend that you click Download Spreadsheet to see a sample spreadsheet. It will contain any employees that may have already been set up in TSheets. You can then add, edit, or delete employees. Be sure to save the updated spreadsheet. (Note: If you are using a spreadsheet program (Excel, Google Sheets, etc.), save the updated file in .csv format before uploading.)
      2. Back in the Import spreadsheet (.csv) window, click Next.
      3. Click Choose File, find the file, and click Open.
      4. Back in the Import spreadsheet (.csv) window, click Upload.



How to Invite Employees to TSheets

If you chose not to invite employees during the 'add employees' process described above:

  1. Go to MANAGEEmployees & Groups.
  2. At the top of the Employees & Groups window, click ActionsInvite Employees. A list of employees who have not yet been invited or who have not yet accepted an invitation, displays. Note: Only employees with an email listed, can receive an invitation.
  3. Click either select all, or you can select individual employees.
  4. Click Invite [#] Employees.



How to Remove (Archive) Employees

How to Remove (Archive) One Employee

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

How to Remove (Archive) Multiple Employees

  1. Go to MANAGEEmployees & Groups.
  2. At the top left, click + Add Employees.
  3. At the lower left, click Import employees from your accounting software or from a spreadsheet (.csv).
  4. Click Spreadsheet (.csv).
  5. Click Download SpreadsheetNext.
  6. Open the spreadsheet, and in the far right column, change active to archived, and save the spreadsheet. (Note: If you are using a different spreadsheet program (Excel, Google Sheets, etc.), save the updated file in .csv format before uploading.)
  7. Click Choose File, find the file, and click Open.
  8. Back in the Import spreadsheet (.csv) window, click Upload.



How to Reactivate Archived Employees

How to Reactivate One Archived Employee

  1. Go to MANAGEEmployees & Groups.
  2. In the Employees & Groups window, at the upper left, select Archived Employees.
  3. Next to the employee name that you want to unarchive, click , and OK to confirm.

How to Reactivate Multiple Archived Employees

  1. Go to MANAGEEmployees & Groups.
  2. At the top left, click + Add Employees.
  3. At the lower left, click Import employees from your accounting software or from a spreadsheet (.csv).
  4. Click Spreadsheet (.csv).
  5. Click Download SpreadsheetNext.
  6. Open the spreadsheet, and in the far right column, change archived to active, and save the spreadsheet. (Note: If you are using a different spreadsheet program (Excel, Google Sheets, etc.), save the updated file in .csv format before uploading.)
  7. Click Choose File, find the file, and click Open.
  8. Back in the Import spreadsheet (.csv) window, click Upload.



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 name, 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.

Administrators

  1. How to Add and Manage Employees
  2. How to Add and Manage Jobs/Customers
  3. How to Set Up GPS Location Tracking
  4. How to Clock In/Out All Employees or Multiple Crews (Mobile)
  5. About Permissions
  6. How To Set Up Mobile Clock In and Out
  7. How To Set Up Clock In/Out via Dial-in
  8. How To Set Up Clock In/Out via Text Message
  9. How to Enable Employees to Clock In and Out via Mobile
  10. How to Enable Employees to Clock In and Out via Twitter
  11. How to Restrict or Unrestrict Clock-in Computers or Locations
  12. How to Assign and Update Employee Settings
  13. How to Set Up Timesheet Submission and Approvals
  14. How to Allow Employees to Make Changes to Their Profile
  15. How To Allow Employees To Enter Time Without Clocking In
  16. How To Set Up Mobile Timesheet Submissions
  17. How to Create and Manage Jobs or Customers
  18. How to Create and Manage Breaks
  19. About Labor Laws
  20. How to Set Up Manual Breaks (Video)
  21. How to Edit or Delete Jobs or Customers (Mobile)
  22. About Jobs or Customers
  23. How to Set Up and Manage Advanced Tracking
  24. About Advanced Tracking
  25. How to Set Week Start Day and Payroll Periods
  26. How to Set Company or Employee Clock-in and Clock-out Reminders
  27. How to Set Up, Change, or Delete an Overtime Alert
  28. About Overtime Alerts
  29. How to Set Up Overtime Tracking
  30. About Tracking Overtime
  31. How to Set Up PTO Codes and Accruals
  32. How to Adjust Paid Time Off (PTO) Settings and Update Balances
  33. About Paid Time Off (PTO) Codes and Accruals
  34. How to Set Up Unpaid Time Off
  35. About Employee List
  36. When adding an employee, what happens when I click Send Invite?
  37. How to Add and Manage Groups/Crews and Their Managers
  38. About Groups or Crews and Their Managers
  39. How to Run a Report
  40. How to Run and Use the Payroll Report
  41. How to Run an Affordable Care Act ALE Report
  42. About Reports
  43. How To Run a Project Report
  44. How to Run an Employee Job Costing Report
  45. Custom Reports (Flat File Integrations)
  46. How to Install and Uninstall Add-ons
  47. How to Add Your Company Logo to TSheets
  48. How to Set Up Timesheet Rounding
  49. About Company Settings
  50. How to Set Up Mobile App Triggers - Expensify and ActiveHours
  51. How to Install and Set Up the Expensify Integration
  52. About Mobile App Integrations - Expensify and ActiveHours
  53. What happens when I delete (archive) an employee?
  54. Square/TSheets Integration Prices
  55. How to Set Up a TSheets Account and Link it to Square
  56. How to Integrate TSheets and Square
  57. How to Sync Employees and Hours Worked Between Square and TSheets
  58. How to Integrate TSheets and Active Directory
  59. How to Create Invoices in TSheets
  60. How to Customize Sounds in TSheets
  61. DCAA Compliance
  62. How to Set Up and Navigate the Franchise Portal
  63. If I Use TSheets, Am I HIPAA-Compliant?
  64. How to Limit the Ways Employees Can Track Their Hours
  65. How to Integrate TSheets and Breezeworks

Feedback and Knowledge Base