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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, Time Entry 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 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 team members 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.

 
 

My Team

How to:

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

How To Add a Team Member

  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 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

How To Adjust Permissions for a Team Member

  1. Go to My Team.
  2. Select a team member.
  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 My Team.
  2. Click Groups and Managers > Add Group.
  3. Enter the group name, and click Save.
 

How to Assign or Unassign a Team Member to a Group

  1. Go to My Team.
  2. Select a team member.
  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 My Team.
  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 Save or hit enter on your keyboard to quickly add the next job.
  5. Click Cancel or the X in the Add Job panel to stop adding jobs.
 

How to Create a Sub-Level Job

  1. Go to Jobs.
  2. Click User-added image 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 Save or hit enter on your keyboard to quickly add the next job.
  5. Click Cancel or the X in the Add Job panel to stop adding jobs.
 

How to Assign or Unassign a Job to Team Members

  1. Go to Jobs.
  2. Click job edit .
  3. Assign or unassign:
  • To assign, click Assign to all team members, or click Edit to select team members. Then click the back arrow and Save.
  • To unassign, uncheck Assign to all team members, or click Editdeselect all the boxes. Then click the back arrow and Save.
 
 

Custom Fields

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

To Install:

  1. Go to Feature Add-ons > Manage Add-ons.
  2. Under Get More, find Custom Fields and click Install.
 

To Add a Field:

  1. Go to Feature Add-ons > Custom Fields.
  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 > Payroll & Overtime.
  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 > Payroll & Overtime > 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 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 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 team members. To view and assign to individual team members, click all team members.
    • Deselect the Uncheck All box, click next to the group name (if groups have been set up), select individual groups or team members, 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.
 
 

Time Off

How to:

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

How to Enable Time Off
  1. Go to Company Settings.
  2. Click Advanced > Time Options > Time Off.
  3. Select Enable time off, if applicable, click Allow team members to submit time off, and click Save.
 

How to Add a Time Off Code

  1. Go to Feature Add-ons > Time Off Codes.
  2. Click Add New.
  3. Enter a code name, choose if it is Paid or Unpaid, and click Save.
 

How to Set Up Accruals for a Time Off Code

  1. Go to Feature Add-ons > Time Off Codes.
  2. Next to the Time Off code you want to enable, select pencil icon
  3. Check Track Accruals or, select Edit Settings.
  4. Click Apply New Settings and set up how you would like time off hours to accrue. See How to Set Up Time Off Codes and Accruals for more help.  
  
   
 

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

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 team member calendar(s), click Save Draft. Unassigned shifts display in white on the calendar.
    • To save the shift and publish it to team member and manager calendars, click Publish. If you'd like to return it to draft state, click Save Draft. The shift will be removed from team members' 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 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 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 team members' timesheets.

 
 

Team Member Onboarding

To help your team members 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.

Onboarding Links:
Mobile

Crew

Desktop

Kiosk

Other Helpful Links

 
 

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