Stage 3 of 6: Get your team up and running for timesheeting

Welcome to your third step with NextMinute. In this stage you'll invite your team, set their access levels, create their labour rates, and get them timesheeting - plus connect it all to payroll if you'd like. We'll go through it in the same order as the video.

1. Invite your team

Invite your team → How to invite Your Team & set up their Labour Rates · How to add a new user · Accepting a NextMinute User Invite – Mobile

Head to Admin → Users, then hit Invite New User. Fill in their name and email address, and select their role.

NextMinute has a few pre-built roles: Administrator, Planner, Advanced, and Basic Crew Member. As the owner you'll be the Administrator, with access to everything.

💡 Recommended: Start each team member off as a Basic Crew Member. It's the minimum access they need to see jobs and tasks and timesheet effectively, and it keeps them from accidentally seeing things you'd rather they didn't. You can always give them more access later.

Once everyone's added, hit Send invitations. Each person gets an email with a link to accept the invite, then they download the NextMinute app — and they're good to go.

2. Set roles and permissions

Set roles and permissions → Manage Team Member Permissions

Scroll down to the Role Management section to see the roles mentioned above. Click into any role (e.g. Basic Crew Member) to see exactly what it can access. It's highly customisable — you can toggle permissions down to very specific things, or build a custom role from scratch.

We'd recommend leaving the Basic Crew Member role roughly as-is, since it's the baseline they need to timesheet successfully. But you can tweak things like making timesheet descriptions mandatory or time-range entry mandatory if you want.

⚠️ Be careful with the pricing toggle at the bottom. If it's on, the team will see some pricing — you can limit this to the sell price only. But if you've enabled buy price, they'll see all pricing in NextMinute. Double-check this before inviting crew so no one sees costs you'd rather keep private.

3. Set up labour rates

Set up labour rates → How to invite Your Team & set up their Labour Rates

Now create the labour items your team will timesheet against. Go to Sales Item → Labour, hit Add, and enter the details. For example, for "Grace's labour", set the buy price (what you pay her) and the sell price (what you charge the customer).

If Grace has already accepted her invite, use Assigned to to link the rate to her — then her rate is auto-selected every time she timesheets, so she never has to pick it. Hit Save, and repeat for each team member.

💡 Using machinery? If you charge out a skid steer, excavator or similar by the hour, create a labour item for each machine and have the team timesheet to those too.

4. Show your team how to record time

Show your team how to record time → Using the timer on Jobs – Mobile · Add time to Job and/or Task – Mobile · Timesheets Overview – Mobile

Your team will mostly timesheet on the NextMinute app. Here's what it looks like, so you're ready for any questions. There are a few ways to record time:

From the Timesheet section. Hit the + next to the day of the week, select the job (and task, if you've set them up), and choose the rate — this is auto-selected if you've assigned it to them. Enter the hours as a duration (or as a time range with start/end times, which you can make mandatory in permissions), add a description, and a break if needed. Hit Save.

From a job or task. Open the job, then More → Add timesheet entry (on the app: Actions → Add timesheet entry) and follow the same steps.

With the live timer. Open a job or task and hit Start timer (select the rate if it's not already set). It runs in the background while they work; at the end of the day they Stop the timer and Save.

💡 Note: Basic Crew Members only see the rate name — never the buy or sell price.

💡 Tip: Send your team the NextMinute help for your staff collection — a simple, self-serve intro to viewing jobs and adding time.

5. Connect timesheets to payroll (optional)

Connect timesheets to payroll → Integrating Timesheets with Xero Payroll · Integrating Timesheets with MYOB Payroll

If you didn't switch payroll on during your Xero setup, go to Admin → Accounting and scroll to the Payroll section to enable the payroll view. A Payroll option then appears on your Timesheets.

Using Xero payroll? Open Payroll to see all your team members. Use the filter to filter by period ending, then click any entry to check the days, hours and breaks (unpaid breaks are automatically removed from the totals). Select the team members and hit Sync with Xero, then process as normal in Xero.

Not using Xero payroll? From the Payroll section, go to More and export the payroll summary CSV (we also do a Smartly CSV). And if you haven't set up the payroll section at all, just go to Reports and export the payroll report, then drop it into whatever payroll system you use.

💡 If you're on Xero, sync it across this way — it's much quicker than exporting.

✅ Done when...

Your team has accepted their invites and logged time against a real job.

Next step → Stage 4: Create your first Quote