Assembling your team

Your organization is configured. Now you need people in it. This guide covers how roles work, how to get your team invited, and what their experience looks like when they arrive. Navigate to Settings > Personnel.

Think About Roles First

Before sending invitations, decide what each person needs to do. The role you assign determines what they can see and access — and for most team members, the answer is simpler than you think.

• User — tracks their own time and works on assigned tasks. This is the right role for anyone who doesn't need to manage other people's work or access organization settings. Most of your team should be here.

• Manager — does everything a User can, plus manages project categories, assigns personnel to projects, and works with Epics and Time Flow tasks across the team. Give this to team leads and project managers.

• Account Manager — manages reports, clients, and billing. Can see the personnel list but cannot modify users or projects. A specialized role for finance or account staff who need billing access without project management access.

• Admin — manages everything except organization settings: projects, users, tags, categories, clients, billing, Time Flow. Give this to operations leads or anyone who needs full system access short of changing org-level configuration.

• Owner — there is one per organization. Full control over everything, including organization settings and subscription. The Owner's role and status cannot be changed by anyone else.

Inviting Users One at a Time

Click Invite on the Personnel page. You need a first name, last name, username, email, and role. You can also assign tags if you have created user-scoped tags in Settings > Tags.

The role options you see depend on your own role. Admins can assign User, Manager, and Account Manager. Only the Owner can assign Admin.

After you submit, the user receives an email with a validation link. Their status shows as Pending in the personnel list until they validate. You can click the Pending chip to resend the invitation if it didn't arrive — emails can take 1–5 minutes.

Bulk Invite for Larger Teams

If you need to onboard more than a few people, Bulk Invite lets you add up to 50 users at once. Click Bulk Invite on the Personnel page.

Type, paste, or upload a CSV file. Each line is one user: email, last name, first name, username. Only the email is required — the rest is optional and can be filled in later when editing the user.

You assign one role to the entire batch: User or Manager (Account Manager if you are the Owner or Admin). The Admin role is not available in bulk — those should be set up individually with care. You can also apply tags to the whole batch.

What Your Team Sees When They Arrive

After validating their email, new users land on the home page. What they see from there depends entirely on what you set up:

• If you have not created any projects yet, there is nothing to track time against. The next guide — Setting Up Your first project — covers this.

• If projects exist with All Personnel, every active user can see them immediately.

• If projects exist with Assigned Personnel, users see nothing until you explicitly add them to a project.

Their role determines which navigation items appear. A User sees time tracking and their assigned Time Flow tasks. A Manager sees project settings. An Admin sees almost everything.

Managing the List

The personnel list shows everyone in your organization with columns for name, username, email, status, and role. You can filter by any of these, plus toggle archived users and tag display from the toolbar settings.

Click a user's name to edit them — change their role, resend an invitation, suspend or archive them. Users with existing time entries cannot be deleted, only archived.