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Hour Timesheet will import your company’s employee list during the initial data import process. If present in QuickBooks, email addresses for each user will be imported. Employees will use an email address as a login to Hour Timesheet. Each employee will be emailed a signup invitation link and will be able to complete the self-sign-up process by following the steps below:
- 1. Login to Hour Timesheet as Admin
- 2. Navigate to the Employee menu
- 3. Enter employee email address in your company QuickBooks file (if missing) and re-sync (import) to update the data.
- 4. Click More
- 5. Click Send Invite.
- 6. At this time, the employee will receive an email invitation containing a Sign Up link
There are 3 different status’s file employee self sign-up email invitations from Hour Timesheet
Pending Invite – the employee has not been sent an email invitation to sign up for Hour Timesheet. An email address must be in the email address field to trigger the Send Invite process.
Invitation Sent – the email invitation has been initiated from Hour Timesheet. The status will remain unchanged until the employee completes the sign-up process.
Signed Up – the employee has received the email and clicked the Sign Up button to initiate the signup process. The link in the email will expire within 72 hours. If necessary, the Admin can resend the sign up invitation to the employee
Assign Users (Roles)
After setting up your new site, you will need to establish system roles. By default, all users are assigned the employee role and the creator of the site is assigned the Admin role. Hour Timesheet consists of 4 types of users:
Employees – System role allowing users access to individual timesheet entry.
Supervisors – System role allowing users to manage employee timesheet data. This includes approving, rejecting and editing employee timesheet data as well as running reports.
Accountants – System role allowing users ability to export approved timesheet data to specified accounting and/our payroll software. Users with the accounting role also have access to run reports as well as associate charge codes, leave types and payroll items to groups and employees.
Admin– System role allowing management of data to/from company payroll file. The admin role is also responsible for all system setting such as overtime settings, timesheet period and notifications settings.
To assign roles to users, follow the steps below:
- Login to Hour Timesheet as an admin
- Navigate to the Employee menu
- Identify the users from the list that are Supervisors, Accountants or Admins and click the Assign Roles link.
Hire Date is a required field for the leave management feature. To enter a hire date for each employee, use the Edit feature under the Employee/Employee List/More page.
User ID – is a required field for the leave management feature. To enter a User ID for each employee, use the Edit feature under the Employee/Employee List/More page. Note: for QuickBooks users, the user ID field is not required when setting up employees in your QuickBooks file. User Ids are also known as Employee Numbers. If your organization does not have established employee numbers system for your workforce, then any set of numbers will work in Hour Timesheet. For data security reasons, using an employee’s social security number is not advised.
Turn Off QuickBooks Sync
Users may be imported from QuickBooks and marked as “non-syncing” in Hour Timesheet. This feature is designed for those users who need to stay active in your company QuickBooks file yet do not need access to Hour Timesheet.