Adding New Users

Add a Single User

1. Click Add New User in the left menu.
2. Fill out the user’s basic information. The First and Last Name fields as well as the Email Address field are required, while Job Title is optional but can be used in reports as a grouped item.
   • Users use their email address as their user ID.
3. Choose the user’s classification (employee, contractor, volunteer, student, or other).
4. Select the type of employee this user will be (hourly or salaried). Things to consider:
   • Employees designated Hourly will, by default, record regular time that can be used in payroll calculations for overtime. If you have salaried employees that accrue overtime, you should categorize them as Hourly.
   • The “By Hours Worked” accrual method only applies to employees categorized as Hourly.
5. Choose the user’s time zone and daylight savings setting.
6. Select the user’s access level.
   • Employees have the least access of any user. They only have access to their own information.
   • Supervisors are mid-level users with flexible permission settings (see our “Permissions Page – Supervisor Settings” article for more information).
   • Account administrators are the highest-level users in the account and have unrestricted access to data.
7. The Reports to selection is required for employee and supervisor level users.
8. The Select which features this employee will have access to section controls which features will be enabled for this user. Only features which have been enabled at the company-wide level will be available for selection here.
9. Choose whether you would like the system to send an automatic welcome email with a password link and first-time login instructions to the newly created user by selecting the Yes for the Send user their login information immediately option. If you wish to send their temporary password at a later time, select No. New users have up to 7 days to use click the password link and set their account password before the link expires and must be resent.
10. Click the Save button to create the user’s account. If you chose to send a welcome email, it will be sent immediately.

Import a User List

1. Click Add New User in the left menu.
2. Click the Add Many tab at the top of the page.
3. Download and open the pre-formatted import file. This file is a spreadsheet you’ll use to add your users and contains complete instructions for adding data to each column. DO NOT change the format of the file in any way or the import will not work. You should only add a new line for each user account.
4. Once completed, save this file to an easily accessible location on your computer.
5. Return to the Add Many tab, click the Choose File or Browse button, navigate to the location where you saved your file, and click Open.
6. Check the box next to Send a welcome email to new users if you would like the system to send an automatic welcome email (see above).
7. Check the box next to Email a copy of login credentials to: to send an email to your preferred address with a list of the new accounts and their temporary passwords.
8. Check the box next to Validate only. Do not import the users if you are not ready to import the users yet, but you would like to verify that the formatting of your import file is correct.

Troubleshooting Imports

Email Address Already in Use

Email addresses must be unique in Timesheets.com, so if you attempt to upload a user where the email address is already used in the system, you’ll receive an error and the import will not continue. There are three possible reasons for this:

1. The email address is already in use with another user in your account. In this case, remove the offending line item from your import file and try again, or update the email address in already assigned to a user in Timesheets.com to something unique. Sometimes this error occurs when a users is returning to work. In these cases, the email address may be assigned to an archived user. To fix this, unarchive the user, update the email address to something unique, and re-archive the user.
2. The email address is already in use in another account. From time to time, people who change from one company other another may have their information saved in Timesheets.com. You will need Timesheets.com’s assistance to resolve this issue if this occurs, as you will not have access to remove the email address from the other account.
3. The email address is already listed in the import file (i.e. is listed twice or more times). If this is true, check the file for duplicates and remove them before continuing with your upload.

Other Issues

Timesheets.com may reject your import due to an error in the formatting of the spreadsheet. This can occur for the reasons:

1. The spreadsheet file is modified from the original formatting. This is a common error and occurs when columns or rows are unexpectedly deleted. To fix this problem, restore the file to its original format, or download an new file and transfer the data over before discarding the old file. For example, if you delete a column or change the column name because you’re not using it, that will cause the format of the file to change rendering it unrecognizable to our system.
2. If you change save the file in the wrong format (i.e. save the CSV file in an Excel format, the file won’t be recognized). Re-download the file, transfer your data over, and save the file in the proper *CSV) format before uploading.
3. If you fail to add necessary information to a file, it may not work until the information is added. Add the information and attempt your upload again.

Please do not hesitate to contact us for assistance with the process. We are here to help!