Users: The Complete Guide

Users is the first item in the left menu and the page the dashboard opens on. It is your team list: every person who tracks time for you, with what they did last, the projects they are assigned to and the controls to invite, deactivate, restore and promote people. This guide walks through the whole page; each section links to a short guide about one task, and every link opens in a new tab.

The four tiles at the top

Active counts the employees who can track time right now. Deactivated are the ones you switched off; their history stays. Invited are the people who received an invitation and have not accepted yet. Plan limit is the number of seats your subscription allows; invitations beyond it are refused until you raise the team size on the Subscription page.

Inviting people

Type an e-mail address in the invitation box and send. The person gets a letter with a link; when they accept, they appear in the active list and can sign in to the tracking app. If the address bounces, you are told by e-mail. The Invited table below the active list shows every pending invitation with Resend and Remove.

The active list

Each row is one employee: photo, name (with an Active Admin badge when the person is a delegated manager), the Last seen pill, the assigned projects as coloured pills, the monthly salary and the action buttons.

Last seen tells you whether the tracking app is running now and when it last reported. Click it to open that person's work log for today.
A shield pill appears when the person has activity waiting in Activity review: the automatic checks saw patterns that may be faked input. Click it to look at the evidence; nothing is reported until a human decides.
The projects pills show what the person can track time on. Assignment itself happens on the Projects page.
Salary is edited inline, for salaried employees whose pay does not come from hourly rates. Hourly rates per project are set on the Projects page and used by Accounting.
Accounting opens the payroll and timesheet view filtered to this person.

Deactivating and restoring

Deactivate stops the person from tracking time for you and frees the seat. Their screenshots, hours and reports stay available to you, so payroll for the last period still works. The person moves to the Deactivated table, where Restore brings them back with everything in place. Deactivation is per employer: a person who tracks for two companies is only switched off for yours.

Delegated managers

Make Admin turns an employee into a delegated manager: they get a manager dashboard of their own with the same pages you see here (Users, Team, Work log, Activity review, Projects, Accounting, Integrations, Clients) and can run the team on your behalf. Billing and the subscription stay with you. Remove Admin takes it back. Every sign-in as a manager is recorded.

Where to go next

For the whole team on one screen, open Team. For one person's day, open their Work log. For hours and pay, open Accounting. To change what is tracked and how, open Projects.