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Adding people is two decisions: who, and what role. The role decides everything they can see and do, so it is worth thirty seconds of thought.

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Invite someone

1

Go to Settings → Team members

Choose Invite.
2

Enter their email address

Use the address they will sign in with.
3

Pick a role

See the table below. Member is right for most people.
4

Add them to a group (optional)

Groups make reporting and supervision easier later. See groups.
5

Send

They get an email with a link. Until they accept, they show as a pending invitation.
An invitation takes a seat straight away, before the person signs in. An open invitation is access. See seats.

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Which role?

The full picture is on roles and permissions, and the exact grid is on the permissions matrix.
Start people on Member and widen later. Narrowing someone’s role after they have grown used to a screen is more disruptive than widening it.

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Owner is not invitable

You cannot invite someone as Owner. There is one Owner, and the role is handed over deliberately rather than granted at invite time. See change someone’s role.

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Client contacts are invited elsewhere

A Client contact must be tied to a client company, so they are invited from that client’s own page – not from the team list. An invitation with no company attached is rejected. See invite a client contact.

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Adding someone without an email

You can add a person directly, without sending an invitation. This suits someone who does not need a login yet – a part-time worker whose hours a manager records, for example. They exist as a person you can assign work and rates to, and you can invite them properly later. See add a member directly.

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What happens after you invite

1

They receive an email

With a link to join your workspace.
2

They sign in or sign up

If they already have a TimeTracker account, the workspace is added to it.
3

They land in your workspace

With the role you chose, seeing only what that role allows.
4

The pending invitation becomes a membership

The seat does not double-count – it was already taken by the invitation.

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Managing invitations

Pending invitations are listed with your team. Revoking matters for more than tidiness. An open invitation is access – if you change your mind about someone, revoke it rather than ignoring it. See pending invitations.

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Seats and the Free plan

Free workspaces hold 3 people, and the count includes:
  • Every active member, of every role
  • Every outstanding invitation
  • Every client-portal contact
Example. Northwind has Maya and Sarah – 2 seats. Maya invites Jonas, which takes the third immediately. Inviting a fourth person is blocked until they upgrade or revoke an unused invitation. Being over the limit is never punished – it only blocks the next add. See plans and features.

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Permissions

Note that a Project Manager can grow the team but cannot change existing roles or remove people.

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Common questions

Check spam first, then resend. If it still does not arrive, see email not arriving.
Yes, any time, with member.changeRole. Their existing work is untouched – only what they can see and do changes.
Yes, with a different role in each. One login, many workspaces.
Yes. They sign in and read their company’s work, so they hold a login like anyone else. Plan for that before inviting several contacts per client.
Their tracked hours stay – invoices and reports depend on them. Reassign their open tasks first. See remove a member.
Invite them one at a time, or add people directly if they do not need logins yet. See add a member directly.

Roles and permissions

What each role can do.

Groups

Organise people into teams.

Onboard a new employee

The full checklist for a new starter.

Seats

How the count works.