Skip to main content
Add member puts a person on your roster straight away, with their role, rates, groups and employment details already filled in. You do not wait for them to accept anything. The email is optional. Someone added without one still appears in reports and you can log time for them – they just cannot sign in yet.

​
When to add directly instead of inviting

Add directly when

The person has no email, or does not need a login. You are backfilling historic staff. You want their rates and employment details set before day one. You are logging time on someone else’s behalf.

Invite when

The person will use TimeTracker themselves and you are happy for them to fill in their own details.
You can do both. Add someone now without an email, then add an email later to invite them. Their tracked time, rates and groups carry over untouched.

​
How to add a member

1

Open the roster

Go to Settings → Team Members.
2

Click Add member

The dialog is titled Add a team member, with the text Add someone to the roster with their role, rates and groups. An email is optional – without one they still appear in reports and you can log time for them, they just cannot sign in yet.
3

Fill in the basics

First name is required. Everything else is optional.
4

Choose a role

The Role dropdown is required. Its placeholder reads Choose a role.
5

Add the extras you need

Groups, rates and employment details are all on the same dialog.
6

Save

Click Add member. It reads Adding… while it works.

​
Every field on the dialog

​
Identity

The email field carries its own hint: Leave this blank for someone who does not need to sign in – they will still appear in reports and you can log time for them. You can add an email later to invite them.

​
Rates

Both show your workspace currency in the label. Validation rejects anything that is not a plain amount: Enter an amount like 120 or 120.50.

​
More details

This accordion appears if you hold member.changeRole.
A termination date is a record, not an action. It does not remove access, deactivate anyone, or free a seat. To end access, deactivate or remove the person.

​
What happens after you save

Someone with no email shows the status No login on the roster. Someone with an email shows Invited until they accept.

​
Adding an email later

When you are ready to give a loginless person access:
1

Open their three-dot menu

On the roster, find their row.
2

Choose Add email & invite

The dialog is titled Invite with the text Add an email address and we'll send them an invite. Their tracked time, rates and groups stay exactly as they are.
3

Send

Enter the address and click Send invite.
This only fills a blank. If they already have an email you get They already have an email address on file., and if they already have an account you get They already have an account, so there's nothing to send.

​
Example

Northwind Studio hires Ana Ferreira as a freelance copywriter. She works two days a week and does not want a login – Priya Raman logs her time.
1

Add Ana

Maya opens Add member and enters Ana / Ferreira, leaves the email blank, and picks Contractor as the role.
2

Set her rates

Billing rate 80, cost rate 55.
3

Fill in More details

Job title Copywriter, employment type Contractor, employee ID NW-014, joining date 1 February 2026.
4

Save

Ana appears on the roster with the status No login. Priya can now log time against her, and Ana’s hours appear in reports at 80/hourbillableand80/hour billable and 55/hour cost.
5

Six months later

Ana needs to track her own time. Maya uses Add email & invite on Ana’s row. Ana accepts, and every hour already logged for her stays exactly where it is.

​
Permissions

The permission list describes member.create as Add members directly: Add someone to the group yourself – their name, role, pay rates and groups – instead of waiting for them to accept an invite. They can be added without an email, in which case they appear in reports and can have time logged for them, but cannot sign in. The Add member button is hidden if you do not hold member.create.

​
Seats

A directly added person counts as a seat as soon as they exist, whether or not they have an email. If you add them with an email, the invite is folded into their roster row rather than counted separately – so you use one seat, not two.

​
Common questions

Yes. They appear on the roster with status No login, show up in reports, and you can log time for them. They cannot sign in until you add an email and they accept the invite.
No. A portal contact needs an email, and must be invited from their client company’s record. Trying it returns A client contact needs an email address, because that's how they reach the portal.
No. The role dropdown excludes Owner. Ownership only moves by transfer.
You get They're already a member of this workspace. or An invitation is already on its way to that address.
You get Another member already has that employee ID. Pick a different one. Employee IDs must be unique in the workspace.
No. It is for your HR record only. Deactivate or remove them to end access.

​
Troubleshooting

Invite a member

The email invite route.

Member record

Everything you can set per person.

Groups

Group people for reporting and schedules.

Set a person rate

Billing and cost rates.

Track time for someone else

Logging hours for a loginless member.

Seats and billing

What counts toward your plan.