Workforce settings and permissions live in QuickBooks Time
A QuickBooks Time admin controls Workforce app permissions; here is where each setting lives and how to change it in the Time dashboard.
The accepted answer on the QuickBooks community thread titled “Change QuickBooks Workforce settings and permissions” clears up a common point of confusion: QuickBooks Workforce is the employee-facing side, and nearly every switch that matters sits in QuickBooks Time, the web-based admin dashboard. A QuickBooks Time admin is the only role that can turn these features on or off. Team members only see the result in the Workforce app.
The accepted answer
The answer lists eight admin-managed features: mobile time entry, GPS setup and permissions, timesheet submission, mileage tracking, geofencing, notifications, who’s working permissions, and mobile device time zone. If a team needs to request time off in the app, the admin must also grant that permission when setting up time off.
Mobile time entry
The toggle people usually look for first is mobile time entry. When the account-wide setting is off, a team member can open Workforce on a phone, sign in, and view their time, but cannot clock in or out from the mobile app. The accepted answer is to change the permission at the company level or for one person.
For the whole team, open Company Settings in QuickBooks Time, choose Time Options, then Time Entry. Select “Allow team members to track time on the mobile app” and save. To let everyone sign in from any computer or phone and manage their own timesheets, select “Allow team members to manage their own timesheets” and save. That second option turns on mobile time entry by default and greys it out, both in Company Settings and in each member’s permissions. An admin can still override the setting for a specific person.
For one person, uncheck both account-wide time entry boxes and save. Then go to My Team, open the member’s profile, choose the Permissions tab, turn on Mobile time entry, and save. To let that person manage timesheets from any platform, turn on Manage my timesheets and save. Repeat for each team member who needs access.
GPS and geolocation
GPS settings need a second look because the path depends on where the time data is managed. The accepted answer directs businesses using QuickBooks Online to the QuickBooks Online account settings, not the QuickBooks Time dashboard.
In QuickBooks Online, open Settings gear, select Account and settings, choose Time, and use the edit control next to Geolocation. The “Required” option means location services must be active on the employee’s phone before they can clock in. That is a company-wide rule, so it applies regardless of which device the person uses.
The rest of the permissions
The remaining items follow the same pattern. Timesheet submission, mileage tracking, geofencing, notifications, who’s working permissions, and mobile device time zone are all admin decisions. They are not menu options inside the Workforce app.
When a feature is missing on the employee side, the cause is usually an admin setting in the Time dashboard rather than an app glitch. The accepted answer keeps returning to Company Settings and the Permissions tab for that reason.
The app is not the console
Workforce is a companion app, not a second administration console. It reflects the policies a QuickBooks Time admin has already defined. Anyone who opens Workforce hunting for a settings wheel is looking in the wrong place.
Bottom line
The accepted answer resolves the issue by relocating the problem. To change a Workforce setting, open QuickBooks Time and check whether the control is account-wide or per user. Mobile time entry has specific checkboxes. Geolocation for QuickBooks Online customers lives under Account and settings. Everything else on the list is admin-side. Once the permission is saved, the Workforce app updates for the affected team members.