Team, roles & invitations
On the Team page you invite members, assign roles and organise them into groups. Three tabs: “Team” for the members, “Groups” for the groups and — for Owners and Admins — “Roles” for the permissions.
Step by step
- 01
Three tabs
The “Team” page has a “Team” tab (members), a “Groups” tab (groups) and, for Owners and Admins, a “Roles” tab (permissions, see “Roles & permissions”). All share the same loaded data. With billable or cost rates enabled, the member list additionally shows the “Billable rate” and “Cost rate” columns (⋯ menu → “Edit rates”) — see “Set up billable rates & amounts” and “Cost rates & margin”.
- 02
Invite members
Click “Invite member” to open a dialog. Enter one or more email addresses (separated by comma or semicolon), pick a role per person and send. Each person receives an invitation email with a sign-in link. The Owner role is not offered when inviting.
- 03
Track invitations
Invitees appear with a status badge: “Invited” (mail sent), “Not sent” (mail could not be sent) or “Expired”. The send icon resends the invitation; cancel withdraws it.
- 04
Assign roles
The role sits as a chip in the row and is changed on the member’s page: Owner, Admin, Manager, Member or a custom role — each as a card with its description. What a member may record themselves follows from the role; there are no exceptions, custom roles instead. An Admin cannot change Owners and cannot promote anyone to Owner; the last remaining Owner is protected. What each role may do is covered in “Roles & permissions”.
- 05
Groups
In the “Groups” tab you create groups, rename them and assign members (click the members cell). Groups drive the “Team” visibility of time and serve as a grouping in Reports. Invitees can be put into groups too — they are in from the moment they accept.
- 06
Search & remove
A filter narrows members by name, email or group. The remove icon takes someone out of the workspace — not your own row; for that use “Leave workspace” in Settings.
- 07
A member’s details
Clicking a member in the list opens their details in tabs: role and groups, rates — and, depending on the features switched on, terminal identification, target hours, leave entitlement and approvals. On a phone a sheet with role and groups opens first; “More settings” leads to the full page.
- 08
Who approves months
With the monthly close switched on, a member has the “Approvals” tab: under “Approves months for” choose groups and individual people, mixed if you like, or “All members”. Groups and “All members” stay current: whoever joins later is included automatically. The “Approves for” column in the list counts how many people someone is responsible for. Responsibility is not a role: Admins and Owners, too, approve only what they are entered for. Details in the “Monthly close” article.
What can a manager do?
Create, change and delete other members’ time entries — within what they may see, in the member’s calendar too. Settings, member management and billable and cost rates stay closed to them, and they cannot reopen a closed period.
Can I invite several people at once?
Yes. In the invite dialog, separate multiple addresses with a comma or semicolon — they all go out in one batch.
The invitation email didn’t arrive — what now?
If the row shows “Not sent”, use the send icon to resend. You can also pass the person’s sign-in link on manually.