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S
slbradio
September 17, 2023
Question

Time sheet project options include hundreds of clients and projects: how can I simplify for employees so they see only what they are assigned to?

  • September 17, 2023
  • 1 reply
  • 0 views

We use QuickBooks Online Advanced and are trying to integrate time tracking (currently done using an external system) by using the Project and Time features built in to this version of the software.

 

When our test employees add timesheet stay do so by clicking the plus sign and adding a timesheet. However when they go to choose a client they get a drop-down list of virtually every one we've ever worked for over the past 10 years. In fact these users are actually seeing data beyond what their access privileges should be allowing, including client email addresses. How can we make sure that our employees see a proper limited list of active projects they can charge their time to, ideally limited only to the ones they are assigned to. Our current external system does this quite well and I hope there is a way that this can be done with QuickBooks.

 

Thanks for any advice. 

 

 

1 reply

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GebelAlainaM
September 17, 2023

Hello there, @slbradio. Thank you for the detailed information about your concern in managing your employees to have an appropriately limited list of active projects they can charge their time to and other details beyond their access privileges in QuickBooks Online (QBO). We'll ensure to share some insights about this matter.

 

We understand the importance of keeping your employee's access and the security of your client's information in our program. In your case, we currently don't have this option in QBO. We can send feedback to our product development team to review this feature and may add this in future enhancements.

Here's how:

  1. Go to the Gear icon.
  2. Choose Feedback.
  3. Enter your comments or product suggestions.
  4. Then, click Next to submit feedback.

You can visit our QuickBooks Online Feature Requests website to track the status of your submitted feedback.

 

You'll want to check the following articles for details about managing user access in the program:

 

 

Additionally, you may visit these articles for future references in managing timesheets and team members in QuickBooks:

 

 

You can always contact us again for other questions about managing permissions in QBO. I'll be here to back you up anytime. Keep safe always, @slbradio! 

S
slbradioAuthor
September 17, 2023

Thanks, but I already know these things. The problem is that the Projects/Clients in the Timesheet pick list includes things that it shouldn't...I've checked the Lists in QBO and they are as they should be. Why would Timesheets contain Projects and Clients that are different and, in my case, inappropriate?

 

 

 

 

A
AileneA
September 17, 2023

Hello, slbradio. 

 

I'd be happy to help double-check the assigned jobs or projects for your employees if they assign the jobs to them. This way, you can ensure they only have access to the data you've granted them.

 

In QuickBooks, when a job is assigned to an employee, they can track their time against the desired job. However, If a team member is not assigned to a job, they will not be able to view it on their time card. To check the assigned job permission of your employees, you can follow these steps.  

 

  1. Go to Jobs.
  2. Choose Edit.
  3. Assign or unassign:
  • To assign, select Assign to all team members or Edit to choose team members. Then go back and Save.
  • To unassign, uncheck Assign to all team members or select Edit to unassign specific team members. Then go back and Save.

 

For more information about this feature, check out this article: Create and manage jobs or customers in QuickBooks Time.


We'll be right here if you need more assistance with this. Have a great day, and always take care!

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