Inviting and Managing Your Team
Personnel is where you invite people into your organization and manage them. Owners and admins can invite, one person at a time or up to fifty in a batch. The role you assign sets what the person can access, and the capacity you record sets what you can plan against. Open Settings → Personnel to start.
How an invitation works
Click Invite below the list. Fill in First Name, Last Name, User Name, and Email, and choose a Role. User's hours are billable is on by default. Add any tags, then click Save.
An invitation does not create an account by itself; the invited person has to complete it. When you send the invite, the person appears as pending, and they stay pending until they validate their email and sign in. Once they have done that, they are a member of the organization: they can log time, be assigned work, and appear in plans.
If their email does not arrive, resend it from the pending status chip or from Resend Invitation on the person's record. Delivery can take one to five minutes, so wait that long before resending.
An invited user does not incur a charge until they activate their account by logging in. Once they have logged in, they are immediately counted as active for purposes of billing your subscription.
Whether admins can invite is an organization setting: Enable User Invites under Organization Settings → Application. The owner can always invite regardless of the setting, and because organization settings are owner-only, only the owner can change it.
Choosing a role
There are five roles, the base level being User. Assign a higher role only when the person's current job needs it.
User — their own time, their own profile, and tasks.
Manager — project categories, project membership, Epics, and Project Manager.
Account Manager — clients, billing, and reports.
Admin — people, projects, clients, billing, reports, and Project Manager, but not organization settings.
Owner — everything, including organization settings. You cannot assign ownership from the invite form.
Nobody can grant a role at or above their own level. User and Manager are always available on the invite form; Account Manager can be granted by the owner or an admin; Admin can be granted only by the owner, and never through a bulk invite.
Inviting a list
Use Bulk Invite when a group of people joins on the same footing. You can invite up to 50 people per batch, one person per line in the form email,last name,first name,username. Only email is required: blank names and username are filled in from it, and each person can correct their own profile after they sign in. You can type or paste the list, drop a file onto the form, or click Upload CSV to load a .csv or .txt file.
One Role applies to everyone in the batch: User or Manager, plus Account Manager when the owner or an admin is inviting, never Admin. Any tags on the form also apply to the whole batch. Send a single invite to anyone who needs a different role or tags.
Batch Invites
Each row in a batch invite is checked before anything sends: the form counts valid against invalid rows and flags stray commas, malformed emails, and duplicates. When you confirm the batch, the invalid rows are skipped rather than blocking the valid ones. Check the skipped rows afterwards; those people have not been invited. The invite button shows how many valid rows it will send; click it, then Confirm.
Bulk invites are not available during a trial, and Bulk Invite only appears when your plan includes them. Outside a trial, Enable Bulk Invites under Organization Settings → Application sets whether admins can use them; the owner always can.
Capacity: the second half of onboarding
Capacity registers the person's category of work, such as 'design' or 'user experience'. Capacity planning in Project Manager is based on this information, so a member with no capacity recorded does not appear in capacity plans.
Capacity is not on the invite form; open the person's record after the invite is sent. To edit a user's capacity click Add Capacity, and record a type and hours per week. Only the types of capacity you have registered on the Capacity page will be available. Record the hours the person is expected to be available for in a given week.
An accurate capacity estimate will greatly benefit your project planning efforts. Someone with heavy standing commitments outside project work should be allocated accordingly.
Capacity needs two pieces of setup: Capacity Planning enabled under Organization Settings → Project Manager, and capacity types defined under Settings → Capacity. Do that setup once, then record capacity as part of every onboarding.
After they join
The Personnel list shows every member and their status. A member is Active once they have validated and signed in, and Pending until then. You can suspend a member to stop their access while keeping their history, and archived users drop off the list unless you turn on Show Archived Users. Filter the list by last name, email, status, or role, and open anyone's record to change their role, tags, whether their hours are billable, or capacity as their job changes. Keep the list current: update roles when jobs change, update capacity when availability changes, and follow up on or remove pending entries.
Setting a suspended or archived member back to Active can bring up Confirm Activation Payment; confirming charges your default payment method right away and activates the user. A member with no time entries can be removed with Delete on their record; anyone who has logged time cannot be deleted and should be archived instead.
Every field on these screens is covered on Managing Users and Bulk Invite, and the five roles in full detail on Roles.