How to Add and Manage Team Members

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 team members.
• 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 Team Members
• Invite Team Members to TSheets
• Archive Team Members
• Reactivate Archived Team Members
• Edit a Team Member
• Grant Permissions to a Team Member
• Allow a Team Member to Edit Their Profile
• Enter a Pay Rate 

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How To Add Team Members

Important: A team member must be invited to be able to set up and use their TSheets account. 

How to Add Individual Team Members

1. Go to My Team.
2. Click + Add.
3. Enter their information, and select a role. (Note: Role options here are Administrator, Worker, 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 a Team Member below.)
4. If you'd like an email invitation to be sent to the team member(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 Team Member(s).

How to Bulk Upload Team Members from Accounting Software or CSV Spreadsheet

Currently, TSheets can support bulk team member uploads from:

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

1. Go to My Team.
2. Click + Add.
3. At the lower left, click Import them 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 Team Members via CSV Spreadsheet

Note: If already integrated with one of the above software, each new team member 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 Team Members to TSheets

If you chose not to invite team members during the 'adding' process described above:

1. Go to My Team.
2. At the top of the My Team window, click Invite. A list of team members who have not yet been invited or who have not yet accepted an invitation, displays. Only team members with an email address or mobile number on file can be invited.
3. All team members with an email address or mobile number on file will be selected automatically. Deselect individuals 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 Send [#] Invites.

 

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How to Archive Team Members

How to Archive One Team Member

1. Go to My Team.
2. Next to the team member's name, click , select Archive > Confirm.

How to Archive Multiple Team Members

1. Go to My Team.
2. At the top left, click + Add.
3. At the lower left, click Import them 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 Team Members

How to Reactivate One Archived Team Member

1. Go to My Team.
2. Under View, select Archived.
3. Next to the name that you want to unarchive, click > Unarchive > Confirm. 

How to Reactivate Multiple Archived Team Members

1. Go to My Team.
2. At the top left, click + Add.
3. At the lower left, click Import them 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 a Team Member

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

 

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How To Grant Permissions to a Team Member

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

 

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How to Allow All Team Members to Edit Their Profiles

1. Go to Company Settings.
2. Select Team Member > Permissions tab.
3. Check the Allow Team Members 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 Team Member Job Costing report. 

 

1. Go to My Team.
2. Select a team member.
3. Enter the pay rate in dollars and cents (for example, 30.00), from the drop-down, select the pay frequency, and click Save.