Overview
The team section contains:
Header: At the top left, you'll find buttons that display active or archived team members, while on the right, there's a button to invite new team members.
Team member list: a list of all the current team members' emails, invitation status, roles, schedules, hourly rates, and costs.
Team member detail: access to team member permissions, information, rates, and reports. When you select one, you'll see their settings in the main pane.
Invite team members
Roles: admin | All Plans
This is how administrators can invite team members to join the workspace.
How to invite team members:
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📝 We'll send email invites to the entered email addresses with further instructions for the new users on how to set up their accounts. Specifically, they’ll be required to click on the invite link they received per email, enter their username, and create a password.
💡 You don’t need to wait for new users to set up their accounts. Once you’ve sent out the invites, you can already start assigning projects and tasks to them.
Send invite link by email
Roles: admin | All Plans
If your team members are having trouble receiving their email invites and their invitation status is pending, you can send an invitation link by email.
How to send invite links to team members:
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⚠️ If you've sent an invite to a coworker, and they still have not accepted it, you'll be able to visualize the Delete User button to erase the granted access. It is not possible to delete users that have already accepted the invite, only to archive.
Archive and reactivate team members
Roles: admin | All Plans
By archiving a team member, all their current active tasks will be automatically marked as completed and their access to your workspace will be blocked so that the team member won’t be able to log in again into your company workspace.
Archiving users in TrackingTime is the equivalent to deleting them but better, as you get to keep their data in your system, in case it's needed for reporting!
How to archive team members:
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💡 Useful for when an employee no longer works at your company, and you want to remove their access from your workspace but still want to preserve all their completed tasks, timesheets, etc.
📝 The user who is currently set up as the account owner cannot be archived.
How to unarchive team members:
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⚠️ If you’re subscribed to our Starter, PRO or Business plans, you’re charged by active user. This means that archiving and re-activating users affects your monthly subscription costs.
Team member roles
Roles: admin | PRO and Business features
There are four team member roles with different permission levels: Administrator, Manager, Project Manager, and Coworker.
Coworkers can only track time and edit tasks on projects they have been assigned to, and can only see their own time.
Project managers can create reports and delegate tasks to all coworkers as well as view and edit projects that have been created by them, assigned to them or set as public.
Managers can view and edit all tasks and projects in the workspace as well as create reports and invite and archive users.
Administrators have all permissions Managers do but can also see and edit rates and costs, account details and subscription, as well as cancel the account.
How to change team member roles:
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⚠️ Role assignment is a PRO and Business feature! Roles cannot be modified and Admin roles will be assigned to every user on the Free and Starter plans.
Advanced permissions
Roles: admin | Business feature
Business accounts can use advanced permissions to further customize each role to better fit their work needs.
Permissions per roles
Manager
For the Manager role, advanced permissions will allow you to grant access to view and edit billing information, giving managers control over rates & costs details without full account ownership.
Can view and edit billing information: Allows the user to view, add, update and delete billing information for all projects, tasks and users.
Can sync personal calendars: Allows managers to sync their personal calendars to view and manage events within the system.
Project manager
Users with the Project Manager role can manage projects, edit timesheets, and view reports. In addition to these core permissions, advanced options allow you to control how they interact with time entries from other users and with projects set as private.
Time entries from other users
Can add: Allows the Project Manager to create new time entries on behalf of other users.
Can delete: Grants the ability to remove time entries entered by other users.
Can edit: Determines whether the Project Manager can modify existing time entries. You can choose between:
Everything: Full editing rights for all details of the time entry.
Only basic information: Limited editing rights to adjust only fundamental details such as description and custom fields.
Projects
Can see Private projects: Provides access to projects marked as private, ensuring the Project Manager can oversee and manage them when necessary.
Calendars
Can sync personal calendars (Google and Microsoft) - Grants the ability to integrate their TrackingTime account with their personal calendar.
Coworker
Users with the Coworker role can track their own time and edit tasks they have been assigned to but these permissions can be refined further through advanced permissions.
Advanced permissions
Time entries
Can add – Coworkers can manually add new time entries (optionally restricted to only when using the timer).
Can delete – Grants the ability to remove existing time entries.
Can edit – Controls what details of a time entry can be changed:
Everything – Full editing rights.
Only basic information – Limited to essential fields such as description and custom fields.
Tasks
Can add – Allows coworkers to create new tasks within assigned projects.
Can delete – Grants permission to delete tasks.
Can edit – Controls what details of a task can be changed:
Everything – Full editing rights.
Only basic information – Limited to essential fields such as description and custom fields.
Can mark as done or undone – Lets coworkers update the completion status of tasks.
Projects
Can add – Permission to create new projects.
Can delete – Permission to remove projects.
Can edit – Controls what details of a project can be changed:
Everything – Full editing rights.
Only basic information – Limited to essential fields such as notes and custom fields.
Can archive and unarchive – Allows coworkers to archive or restore projects.
Calendars
Can sync personal calendars (Google and Microsoft) - Grants the ability to integrate their TrackingTime account with their personal calendar.
Browser extension
Can add new tasks or projects – Grants the ability to create tasks or projects directly from the browser extension.
Project access management
At the bottom of the permissions panel, you can select which specific projects the coworker should have access to. You can also:
Assign to all projects – Instantly give the coworker access to every project in the workspace.
Remove from all projects – Revoke access to all projects in bulk.
Groups
Roles: admin | Business feature
The Groups section shows which team or department the employee belongs to. From here, assign them to a group or change their current one, helping organize users by teams and define who supervises them.
Rates & Costs
Roles: admin | Paid feature
The Rates & Costs add-on allows you to set hourly rate and hourly cost to your employees.
Each user has a rate/cost assigned to them currently, but may have a different one in the past or in the future. These rates changes will be represented in TrackingTime with validity periods.
How to add a new cost and rates period for an employee:
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Work Schedules
Roles: admin | Paid feature
You can easily add an employee to an existing Work Schedule in your workspace, directly from the Team section, of your TrackingTime account.
Assigned policies
Roles: admin | Paid feature
This section lists all workspace policies currently assigned to the selected employee. From here, you can review the different policies that apply to the user, such as leave types or other custom rules. Clicking on any policy will open its details and display the specific settings configured for that policy.
