Manage seats, roles, and permissions in one workspace
What this feature does
Maintain control over your agency's data with enterprise-grade team management. Easily onboard new employees, organize them into departments, and enforce strict access controls based on their roles.
Build clean hierarchies for approvals and ensure everyone only sees the data they need to do their jobs.
How to set up team workspace in TimeTracker
Open Settings, then Team
One screen lists the people who have joined and the invitations still waiting.
Invite by email and role
Enter an email, pick the role, and the invite goes out with a link that expires.
They join and pick up the role
Accepting the invite creates their membership with the role you chose for them.
Adjust as things change
A role can be changed later, a display name set, or a person removed from the workspace.
What admins and owners see
Pending and active in one list
Invitations that have not been accepted sit beside real members, so nobody is forgotten.
Resend or revoke an invite
Resending refreshes the same invitation rather than making a new one, so the trail stays clean.
Removing somebody asks twice
Removing a member goes through a confirm step, and the last owner cannot be removed at all.
What your team sees day to day
One link to join
The invite link takes you to sign up and then straight back to finish joining.
Set how your name shows
A display name can be set for the workspace, so the name on entries reads the way you want.
Popular features
Employee time tracking your team will actually use
One click starts a timer, or people type hours in by hand. Every entry ties to a client, project, and task, so the record stays clean.
Explore Time Tracking→Bill for every hour you earn
Mark each entry billable or non-billable while you work. Approved hours roll straight into reports you can bill from.
Explore Billing→See where the time really goes
Break hours down by client, project, and team member. Find the work that pays off and the projects that run over.
Explore Reports & Dashboards→Expense management software built for client work
Log a cost against the project it belongs to, attach the receipt, and send it for approval. Approved expenses go on the client invoice.
Explore Expenses→Invoicing software that bills from tracked hours
Approved time turns into itemised invoice lines with tax and multiple currencies handled for you. Check it over, then send it.
Explore Invoicing→
Keep projects on track and in budget
Define project phases, set budget caps, and track work progress in real-time. See margins and utilization without building reports manually.
Explore Project Management→Configure custom rates for every agreement
Manage complex billing agreements with ease. Set client rates, assign member role pricing, and handle multi-currency projects with zero confusion.
Explore Rates→Timesheets your team submits on time
Hours build into a timecard as people work. Send the week for approval, lock it once it is signed off, and bill from a number that cannot quietly change.
Explore Timesheets→A worked example
The ninth person joins
The workspace has 8 of its 10 seats filled. Karen Whitfield is the owner and Derek Mullins is a member. Tanya Brooks is invited as an admin, so her row shows as invite pending. Once she accepts it flips to joined, and the workspace is on 9 seats.
Limits and edge cases
- An invite link expires, and an expired or revoked one shows nothing about the workspace.
- The last owner cannot be removed, so a workspace is never left without one.
- Inviting people needs owner, admin or project manager permission.
- Removing somebody does not delete their work. Their entries stay in the records.
Frequently asked questions
- How do I invite new team members?
- You can invite new users via email. They will receive a link to set up their account and join your workspace immediately.
- What are the standard user roles?
- We offer standard roles including Admin, Project Manager, Employee, and Contractor, each with predefined permission sets.
- Can I create custom permission roles?
- Yes, on our premium plans you can create custom roles with highly granular permissions tailored to your exact organizational structure.
- How do I group employees by department?
- You can create Teams (e.g., Design, Engineering) and assign employees to them for easier reporting and resource management.
- Can I hide billing rates from contractors?
- Absolutely. Financial permissions are strictly controlled, ensuring that only authorized users can see billing and cost rates.
- How does supervisor approval work?
- You can assign a specific supervisor to each employee. All of that employee's timesheets and expenses will route directly to their supervisor for approval.
- Can I deactivate a user if they leave the company?
- Yes, you can deactivate users instantly. Their historical data remains intact, but they immediately lose access to the system.
- Does the system support Single Sign-On (SSO)?
- Yes, we support SAML and OAuth based SSO for enterprise customers to ensure secure, centralized access management.
- Can I see when a user last logged in?
- Yes, admins have access to an audit log that shows user activity, including login times and IP addresses.
- How do I manage my billing for team seats?
- Your billing automatically adjusts based on the number of active users in your workspace. You only pay for what you use.
Start tracking time today
Set up TimeTracker in minutes and put team workspace to work. Track hours by client, project, and task, and bill for every hour your team works.
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