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.

 

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How to:

• Add Employees
• Invite Employees to TSheets
• Remove (Archive) Employees
• Reactivate Archived Employees
• Edit an Employee
• Grant Permissions to an Employee
• Allow an Employee to Edit Their Profile
• Enter a Pay Rate

See also: About Employee List

 

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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 Employees.
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 the 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 from:

• QuickBooks Online
• QuickBooks Desktop
• Xero
• Gusto
• Reckon
• Square

1. Go to Employees.
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, see: Importing and Updating Employees via CSV Spreadsheet

Note: If already integrated with one of the above software, each new employee will need to be first added in the integrated software and then imported into TSheets using the appropriate import option. (Follow the above links to learn more about each integration.)  

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How to Invite Employees to TSheets

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

1. Go to Employees.
2. At the top of the Employees window, click Actions > Invite Employees. A list of employees who have not yet been invited or who have not yet accepted an invitation, displays. Only employees with an email address or mobile number on file can be invited.
3. All employees with an email address or mobile number on file will be selected automatically. Deselect individual employees you do not want to invite, or click Deselect all and individually select those you do want to invite. 
4. Under Email / Text, select  to send an email invitation, or  to send a text message invitation. If a mobile number is on file, the default invitation is text message.
5. Click Invite [#] Employees.

 

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How to Remove (Archive) Employees

How to Remove (Archive) One Employee

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

How to Remove (Archive) Multiple Employees

1. Go to Employees.
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 Spreadsheet > Next.
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.

 

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How to Reactivate Archived Employees

How to Reactivate One Archived Employee

1. Go to Employees.
2. In the Employees 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 Employees.
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 Spreadsheet > Next.
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.

 

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How to Edit an Employee

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

 

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How To Grant Permissions to an Employee

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

 

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How to Allow All Employees to Edit Their Profiles

1. Go to Company Settings.
2. Select Advanced > User Options tab.
3. Check the Allow Employees to Manage Their Settings box.
4. Click Save. 

 

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How to Enter a Pay Rate

Notes:

• The pay rate field and associated reports are only viewable and editable by administrators. 
• The pay rate is generally for reference only, but can be used for calculations in both the Wage report and the Employee Job Costing report. 

 

1. Go to Employees.
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 frequency, and click Save.