Managing Users

Select Settings > Personnel from the sidebar to open the personnel list. This page lets you view, invite, edit, and manage every user in your organization.

The User List

The list displays all users in a paginated grid. Each row shows:

• Avatar — the user’s profile photo, or their initials if no photo has been uploaded. A colored border appears if the user has set an avatar frame color.

• Full Name — displayed as last name, first name. Click the name to open the edit form.

• Username — click to open the edit form.

• Email

• Status — a colored chip: Active (green), Pending (yellow), Suspended (pink), or Archived (red). For pending users, clicking the chip opens a dialog to resend the validation email.

• Role — an icon and label showing the user’s organization role: Owner, Admin, Manager, or User.

• Tags — outlined chips for each tag assigned to the user. This column only appears when Show Tags is enabled in the toolbar settings.

• Capacity — colored chips showing each assigned capacity type and its weekly hours (for example, “Development (40h)”). This column only appears when capacity tracking is enabled in your organization’s Time Flow settings.

Each row has a three-dot menu on the right with two options:

• Reports — opens the user report.

• Edit — opens the edit form.

Filtering

A filter row appears above the grid. Click the X button at the end of the filter row to clear all active filters.

Toolbar Settings

Click the gear icon in the top-right corner of the app bar to open a settings popover with two toggles:

• Show Archived Users — includes archived users in the list and adds Archived to the status filter dropdown.

• Show Tags — adds the Tags column to the grid and the Tags filter to the filter row.

Inviting a User

Click the Invite button below the list to open the invite form. Fill in the following fields:

• First Name — required.

• Last Name — required.

• User Name — required.

• Email — required. Must be a valid email address.

• Role — User, Manager, or Admin. The Admin option is only available if you are the organization owner (see Roles for more details).

• Tags — optionally assign user tags.

Click Save to send the invitation. The new user appears in the list with a Pending status until they validate their email address.

Editing a User

Click a user’s name in the list, or select Edit from the three-dot menu , to open the edit form. The form contains the same fields as the invite form, with the following additions:

• Email — locked by default. Click the lock to unlock it. A warning explains that changing the email affects the user’s login credentials and that confirmation emails are sent to both the old and new addresses.

• User State — a dropdown with Active, Suspended, and Archived. For pending users, the status displays as read-only text. This field is not shown for the organization owner.

• Capacity — appears when capacity tracking is enabled in your organization. Existing capacities display as colored chips showing the type name and weekly hours (for example, “Development (40h)”). Click the X on a chip to remove it. Click Add Capacity to assign a new capacity type and enter its hours per week.

Resending an Invitation

For users with a Pending status, a Resend Invitation button appears on the edit form. You can also resend from the list by clicking the pending status chip, which shows an email icon with the tooltip Resend Validation Email. A confirmation dialog asks you to confirm before the email is sent.

Deleting a User

A Delete button appears at the bottom of the edit form only if the user has no time entries. Clicking it opens a confirmation dialog. If the user has time entries, the delete button is not available — archive the user instead by changing their status to Archived.

User Report

Select Reports from a user’s three-dot menu to open their report. The report defaults to the current month and includes:

• A date range picker to adjust the reporting period.

• Summary cards showing Total Hours, Billable Hours, and Total Entries.

• A Projects & Categories section with expandable accordions for each project. Each project shows its total hours and billable hours, and expands to reveal a table of categories with columns for category name, hours, billable status, and last activity date.

• A download button to export the report.

If the user has no time entries in the selected period, the report displays “No time entries found for this period.”