> ## Documentation Index > Fetch the complete documentation index at: https://docs.timetracker.in/llms.txt > Use this file to discover all available pages before exploring further. # The member record > One page per person in TimeTracker – profile, employment, rates, schedule, time off, location and notifications – and what each tab lets you change. Every person on your roster has their own page. Click their name in **Settings → Team Members** to open it. The record is split into seven tabs. Each one is separately permission-gated, so you only see the tabs you are allowed to use. ## What the record header shows | Element | What it is | | --------- | ------------------------------------------------ | | Back link | **Team Members**, returns to the roster | | Avatar | Their profile picture | | Title | Their name, with `(you)` on your own record | | Subtitle | Their role badge, their email, and a status pill | The status pill only appears when it matters – for **Deactivated**, **No login** or **Invited**. An active member has no pill. ## The seven tabs | Tab | What it holds | | ----------------- | ------------------------------------------------------ | | **Profile** | How they appear, their role, their access, and removal | | **Employment** | Your HR record, reporting lines and the clock switch | | **Rates** | Billing and cost rates, plus rate history | | **Schedule** | Which working pattern they follow | | **Time off** | Leave balances and balance history | | **Location** | Where they are allowed to work | | **Notifications** | Their notification and reminder preferences | ### Profile The **Profile** card is described as `How this person appears to everyone in this workspace.` | Field | Notes | | ---------------- | ------------------------------------------------------------------------------------------------------- | | Profile picture | Upload, replace or remove | | **Display name** | Hint: `Leave blank to use their account name.` | | **Role** | Disabled without `member.changeRole`, with the note `Only a workspace admin can change someone's role.` | Below the card are two more: **Access** and **Remove from workspace**. **Access** is described as `Switch this person's access to the workspace off without removing them or anything they've logged.` It holds one switch, **Can open this workspace**: * On: `They can sign in and use the workspace as their role allows.` * Off: `They cannot sign in. Their time, rates and history are untouched, and turning this back on restores them exactly as they were.` Toggling it shows a toast, `Access switched off.` or `Access restored.`, with an **Undo** action. There is no confirmation modal, because it is reversible. If you are the owner, a **Transfer ownership** card also appears. See [change someone's role](/team/change-someones-role). The **Access** section is hidden on your own record. You cannot switch off your own access – the message is `You can't deactivate your own access. Ask another admin to do it.` ### Employment Three cards. **Employment** – `Your own HR record for this person. Only workspace admins can see or change it.` | Field | Options | | -------------------- | -------------------------------------------------------- | | **Job title** | Free text | | **Employment type** | **Employee**, **Contractor** or **Part-time** | | **Employee ID** | Must be unique in the workspace | | **Joining date** | A date | | **Termination date** | A date. For your record only – it does not remove access | **Reporting** | Field | Notes | | ----------- | ------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Groups** | Multi-select. Help text: `The first group is their primary one – it decides whose schedule they follow and which group their report totals roll up to.` | | **Manager** | Placeholder `No manager` | **Time & attendance** – `Whether this person clocks in and out, regardless of what their role allows.` See [per-person permissions](/team/per-person-permissions). Each card has its own **Save** button. Saving shows `Employment details saved.` ### Rates The **Rates** tab holds the rate editor and a history card, so you can see what someone was billed at on any past date. Without `rate.viewBilling` the tab explains that you do not have permission to see pay rates. See [set a person rate](/rates/set-a-person-rate). ### Schedule Two cards – **Their own schedule** and a read-only **Inherited** card showing what they get from their primary group. **Assign a schedule** opens a dialog with three fields: | Field | Notes | | -------------------- | -------------------------- | | **Schedule** | Which working pattern | | **Effective from** | The start date | | **Until (optional)** | Leave blank for open-ended | See [assign a schedule](/schedules/assign-a-schedule). ### Time off Read-only. **Leave balances** shows each policy in the shape `12 accrued · 4 used · 1 pending`, with the available figure alongside. An **Adjust** control appears if you hold `leave.managePolicy`. Below it, a read-only **Balance history**. See [leave balances](/time-off/leave-balances). ### Location Read-only summary card **Where they can work**, plus: | Control | What it does | | ------------------------------------------ | -------------------------------------------------------- | | **Follows the workspace's location rules** | A switch | | **One-off exception** | **Starts**, **Ends**, **Reason**, then **Add exception** | See [location rules](/location-rules/overview). ### Notifications Holds that person's own notification and reminder preference cards. Settings live on the person, so they can change them back themselves. See [your notification settings](/account/notification-preferences). ## The avatar rule TimeTracker can show either the picture from their sign-in account or one you upload here. Uploading takes over. Once a picture is uploaded in TimeTracker, the picture from their sign-in account is ignored everywhere. Changing it where they sign in appears to do nothing. To hand control back, click **Remove**. You get the toast `Profile picture removed.` and the sign-in picture is used again. Accepted formats and size: | Rule | Value | | ------------ | -------------------- | | Formats | PNG, JPEG, GIF, WebP | | Not accepted | SVG | | Maximum size | 5 MB | Errors: `That image is larger than 5 MB. Pick a smaller one.` and `That file type isn't supported. Use a PNG, JPEG, GIF or WebP image.` ## Example Tom Whitfield opens Sarah Lin's record at Northwind Studio. Her role reads **Member**. Her access switch is on. Job title `Senior Designer`, employment type **Employee**, employee ID `NW-006`, joining date 3 January 2025. Her groups are **Design** then **Delivery**, so **Design** is primary. Her manager is Priya Raman. Billing rate $100/hour, cost rate $45/hour. She follows the Design group's schedule – Monday to Friday, 9:00 to 17:00, 40 hours. 20 accrued · 6 used · 0 pending, so 14 available. ## Permissions Each tab is gated separately. | Tab or field | Capability | | --------------------------------------------- | -------------------- | | Open a record | Workspace access | | Email, employee ID and other personal details | `member.changeRole` | | Change the role | `member.changeRole` | | Switch access on or off | `member.changeRole` | | Employment, reporting, clock switch | `member.changeRole` | | Change the avatar | `member.changeRole` | | See billing rates | `rate.viewBilling` | | See cost rates | `rate.viewCost` | | Change rates | `rate.manage` | | Assign a schedule | `schedule.manage` | | See leave balances | `leave.viewOthers` | | Adjust a leave balance | `leave.managePolicy` | | Manage location rules | `location.manage` | | Remove them | `member.remove` | | Transfer ownership | Owner only | You always see your own profile. Everyone is entitled to their own record. ## Common questions Uploading a picture in TimeTracker locks the record to that picture. Click **Remove** to go back to using your sign-in account's photo. The first group in the list. It decides whose schedule the person follows and which group their report totals roll up to. Reorder the list to change it. No. It is a record only. Deactivate or remove them to end access. You do not hold `rate.viewBilling`. Rates are private pay information. Everyone can reach their own profile. Employment details, role and rates need `member.changeRole` and the rate capabilities, so a regular member cannot edit their own pay. No. You get `You can't deactivate your own access. Ask another admin to do it.` ## Troubleshooting | Problem | Cause | Fix | | ---------------------------------- | -------------------------------------------------- | -------------------------------------- | | A tab is missing | You lack the capability for it | Ask an owner or admin | | The role dropdown is disabled | You lack `member.changeRole` | Ask an owner or admin | | An avatar upload fails | The file is over 5 MB, or is an SVG | Use a smaller PNG, JPEG, GIF or WebP | | The employee ID is refused | Another member already has it | Pick a different one | | Deactivating the last owner fails | A workspace always needs one owner who can sign in | Make someone else an owner first | | The clock switch will not turn off | They are clocked in right now | Clock them out on their timecard first | ## Related guides Move a person between roles. The clock switch and how deny-only works. Primary groups, schedules and reporting. Billing and cost rates. End someone's access. Your own settings.