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Administrator's Getting Started Guide

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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. 


Getting Started With:  
 

Configuring Your TSheets Company Settings

For more information, see About Company Settings.

  1. Go to Company Settings.
  2. Enter company information and select settings, clicking Save at the bottom of each tab. This includes Company information, Advanced User Options, Overtime settings, and more. 

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

 
 

Software Integrations

TSheets offers many payroll and accounting software integrations. These allow you to export your employees' 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 employees and customers into TSheets. 

See How to Integrate TSheets and Popular Payroll Solutions for quick links to our most popular options, or check out everything we offer on our Payroll and Invoicing page.

 
 

Employees

How to:

See How to Add and Manage Employees for videos and more steps beyond the initial setup.

How To Add 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 Adjust Permissions for an Employee below.)
  4. If you'd like an invitation to be sent to the employee(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. Click Add Employee(s).
 

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.
 

How To Adjust Permissions for an Employee

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

Groups and Managers 

How to:

See How to Add and Manage Groups, Crews, and Their Managers for videos and more steps beyond the initial setup.

 

How To Add a Group

  1. Go to Employees.
  2. Click Groups and Managers > Add Group.
  3. Enter the group name, and click Save.
 

How to Assign or Unassign an Employee to a Group

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

Jobs/Customers

How to:

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.

How to Create a Top-Level Job 

  1. Go to Jobs.
  2. Click Add Job.
  3. Enter a name for the job, and, if desired, a short code.
  4. Click Add Job
 

How to Create a Sub-Level Job

First sub-level job:
  1. Go to Jobs.
  2. Click  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, and if desired, a short code.
  4. Click Add Sub-Job
Additional sub-level jobs:
  1. Go to Jobs.
  2. Click the job name to which you want to add a sub-level job, and click Add Job.
  3. Enter a name, and if desired, a short code.
  4. Click Add Sub-Job.
 

How to Assign or Unassign a Job to Employees

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

Advanced Tracking

See: How to Set Up and Manage Advanced Tracking for videos and more help beyond the initial setup.

To Install:

  1. Go to SET UP Add-ons OR Feature Add-ons > Manage Add-ons.
  2. Under Get More, find Advanced Tracking and click Install.
 

To Add a Field:

  1. Go to SET UP > Advanced Tracking OR Feature Add-ons > Advanced Tracking.
  2. Click + 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. Click + Add Item > enter the item's name > Save.
  4. Make any other selections and click Save.
 
 

Overtime

Set Up Overtime Tracking
See How to Set Up Overtime Tracking for more steps beyond the initial setup. 

  1. Go to Company Settings > Advanced > Time Options.
  2. Click 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 > Advanced > Time Options > Overtime.
  2. At the bottom of the window, click Use Pay Rate Engine.
  3. Add Settings and Rules here in accordance with your company needs.
 
 

Breaks

See How to Create and Manage Breaks for a video and more steps beyond the initial setup.

How to Install the Breaks Add-on

  1. In the left menu, go to SET UP > Add-ons OR Feature Add-ons > Manage Add-ons.
  2. Scroll down to the Breaks add-on, and click Install.

How to Create a Break

  1. Go to SET UP > Breaks OR Feature Add-ons > Breaks.
  2. In the Breaks Preferences window, click 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 employees. To view and assign to individual employees, click all employees.
    • Deselect the Uncheck All box, click next to the group name (if groups have been set up), select individual groups or employees, and click OK.
  5. Select AUTOMATIC BREAK, MANUAL BREAK, or both.
  6. In the Break Rules window, make the final selections, and click Save. The Breaks Preferences window displays with the new break rule Active status set to ON.
 
 

Paid Time Off (PTO)

How to:

See How to Set Up PTO Codes and Accruals for videos and more steps beyond the initial setup.

How to Enable PTO
  1. Go to Company Settings.
  2. Click Advanced > Time Options > Paid Time Off.
  3. Select Enable PTO, if applicable, click Allow employees to submit PTO, and click Save.
 

How to Add a PTO Code

  1. Go to SET UP >  PTO Codes OR Feature Add-ons > PTO Codes.
  2. Click Add PTO Code.
  3. Enter a PTO code name, and click Done.
 

How to Set Up Accruals for a PTO Code

  1. Go to SET UP >  PTO Codes OR Feature Add-ons > PTO Codes.  
  2. Select Track Accruals.
  3. Click Apply New Settings and set up how you would like PTO hours to accrue. See How to Set Up PTO Codes and Accruals for more help.  
 

How To Assign a PTO Code to One Employee

  1. Go to SET UP >  PTO Codes OR Feature Add-ons > PTO Codes.
  2. If Assign to all is selected, uncheck the box, and click Assign.
  3. 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 SET UP >  PTO Codes OR Feature Add-ons > PTO Codes.
  2. Check the Assign to all box, and click Done.
   
 

Schedule

How to 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 SET UP > Add-ons OR Feature Add-ons > Manage Add-ons.
  2. Scroll down to Schedule, and click Install.
  3. In the Schedule Preferences window, select which schedule all employees can view and manage. (Note: These settings can be overridden for individual employees by going to Employees.)
 

How to Add a Shift
See How to Add, Assign, and Publish Jobs/Shifts (Computer) for more detailed steps.

  1. Do one of the following:
    • Click inside a cell.
    • In the top left corner, click Actions > 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 employee calendar(s), click Save Draft. Unassigned shifts display in white on the calendar.
    • To save the shift and publish it to employee and manager calendars, click Publish. If you'd like to return it to draft state, click Save Draft. The shift will be removed from employees' calendars.
   
 

Approvals and Other Reports

See About Reports for information on all the reports that TSheets offers.
See How to Set Up Timesheet Submission and Approvals for more information.

How to Install the Approvals Add-On

  1. In the left menu, go to SET UP > Add-ons OR Feature Add-ons > Manage 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 UP > Add-ons OR Feature Add-ons > Manage Add-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.
   
 

Editing and Managing Time

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 employees' timesheets.

 
 

Employee Onboarding

To help your employees 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.

Employee Onboarding Links:
Mobile

Crew

Desktop

Kiosk

Other Helpful Links

 
 

Need help? We’re here for you.
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