> ## 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.

# Your team overview

> Manage everyone with access to your TimeTracker workspace – invite people, add them directly, set roles and groups, and see your seat count in one place.

Everyone with access to your workspace lives on one page: **Settings → Team Members**. Staff, contractors and client portal contacts all appear in the same roster, alongside anyone with an open invitation.

The page header explains it: `Everyone with access to this workspace, and what they can do.`

## What the roster page shows

The page is titled **Team members**. It has one card, **Roster**, with a single combined table.

| Column          | What it shows                                                                                         |
| --------------- | ----------------------------------------------------------------------------------------------------- |
| **Name**        | Avatar and name, linked to their record, with their email underneath. Your own row is marked `(you)`. |
| **Employee ID** | Your own staff or payroll number, or `–`.                                                             |
| **Groups**      | Group badges, or `–`.                                                                                 |
| **Role**        | A role badge.                                                                                         |
| **Status**      | **Active**, **Deactivated**, **Invited**, **No login**, or **Pending** for a standalone invite.       |

There is also an unlabelled actions column with a three-dot menu on every row.

Above the table is a search box with the placeholder `Search members…`. There are no tabs, no filters, no bulk actions and no row checkboxes.

When the roster is empty you see `No teammates yet – use "Invite teammate" to add someone.`

## People and invitations in one list

The roster mixes two different things, and it is worth knowing which is which.

| Row type            | What it is                                   | Status                                                   |
| ------------------- | -------------------------------------------- | -------------------------------------------------------- |
| A member            | A person on your roster                      | **Active**, **Deactivated**, **Invited** or **No login** |
| A standalone invite | An email that was invited but has not joined | **Pending**                                              |

<Note>
  Nobody is counted twice. When you add someone directly and also invite them by email, their invite is folded into their member row – it never appears as a second line.
</Note>

## The two ways to add someone

<CardGroup cols={2}>
  <Card title="Invite teammate" icon="mail" href="/team/invite-a-member">
    Send an email invite. They accept, sign in, and join themselves. Use this for anyone who will use TimeTracker.
  </Card>

  <Card title="Add member" icon="user-plus" href="/team/add-a-member-directly">
    Put someone on the roster yourself, with or without an email. Use this when you need them to exist in reports before they ever sign in.
  </Card>
</CardGroup>

Both buttons sit in the page header, next to your seat count.

## What you manage from here

<CardGroup cols={2}>
  <Card title="Member record" icon="id-card" href="/team/member-record">
    One page per person – profile, employment, rates, schedule, time off, location and notifications.
  </Card>

  <Card title="Roles" icon="shield" href="/team/change-someones-role">
    What a person is allowed to do.
  </Card>

  <Card title="Groups" icon="users" href="/team/groups">
    Standing teams used for reporting, schedules and scope.
  </Card>

  <Card title="Custom roles" icon="sliders" href="/team/custom-roles">
    Build your own role from the permission list.
  </Card>

  <Card title="Pending invitations" icon="clock" href="/team/pending-invitations">
    Resend, change the role, or revoke.
  </Card>

  <Card title="Seats and billing" icon="credit-card" href="/team/seats-and-billing">
    How people and invites are counted.
  </Card>
</CardGroup>

## Row actions

Open the three-dot menu on any row.

**On a member row:**

| Item                      | When it appears                      |
| ------------------------- | ------------------------------------ |
| **Open record**           | Always                               |
| **Add email & invite**    | Only when the person has no email    |
| **Resend invite**         | Only when they have a pending invite |
| **Revoke invite**         | Only when they have a pending invite |
| **Remove from workspace** | Always, but disabled on your own row |

**On a standalone invite row:**

| Item              | Notes                                    |
| ----------------- | ---------------------------------------- |
| **Resend invite** | Sends a fresh link and kills the old one |
| **Change role**   | Disabled for client invites              |
| **Revoke invite** | Cancels the invite                       |

## Statuses explained

| Status          | Meaning                                  | What they can do                                                           |
| --------------- | ---------------------------------------- | -------------------------------------------------------------------------- |
| **Active**      | A normal member                          | Everything their role allows                                               |
| **Deactivated** | Access switched off, still on the roster | Cannot sign in. Their time and history are untouched                       |
| **Invited**     | On the roster, with an invite waiting    | Cannot sign in until they accept                                           |
| **No login**    | On the roster, no email yet              | Cannot sign in. They still appear in reports and you can log time for them |
| **Pending**     | An invite that has no roster row yet     | Nothing until they accept                                                  |

## Example

Northwind Studio's roster has 8 rows.

| Name             | Role            | Status |
| ---------------- | --------------- | ------ |
| Maya Ellis (you) | Owner           | Active |
| Tom Whitfield    | Admin           | Active |
| Priya Raman      | Project Manager | Active |
| Daniel Okafor    | Finance         | Active |
| Sarah Lin        | Member          | Active |
| Jonas Bergman    | Member          | Active |
| Ana Ferreira     | Contractor      | Active |
| Ruth Castillo    | Client          | Active |

Ruth is a portal contact at Bluebird Coffee. She sits on the same roster and uses a seat like everyone else, but she can only reach the client portal.

## Permissions

| Action                                     | Capability           | Roles that hold it by default |
| ------------------------------------------ | -------------------- | ----------------------------- |
| Open the roster                            | Any workspace access | Everyone except Client        |
| See emails, employee IDs and other details | `member.changeRole`  | Owner, Admin                  |
| Invite someone                             | `member.invite`      | Owner, Admin, Project Manager |
| Add someone directly                       | `member.create`      | Owner, Admin                  |
| Change a role                              | `member.changeRole`  | Owner, Admin                  |
| Remove someone                             | `member.remove`      | Owner, Admin                  |
| Revoke an invite                           | `invite.revoke`      | Owner, Admin, Project Manager |
| Manage groups                              | `group.manage`       | Owner, Admin                  |
| Manage roles                               | `role.manage`        | Owner, Admin                  |

See [roles and capabilities](/concepts/roles-and-capabilities) for the full model.

## Where to find things

| Page              | Address                        | Needs            |
| ----------------- | ------------------------------ | ---------------- |
| Team members      | **Settings → Team Members**    | Workspace access |
| Groups            | **Settings → Groups**          | `group.manage`   |
| Roles             | **Settings → Roles**           | `role.manage`    |
| A person's record | Click their name on the roster | Varies by tab    |

<Note>
  **Groups** and **Roles** only appear in the settings menu if you hold the matching capability. If they are missing, you do not have it.
</Note>

## Common questions

<AccordionGroup>
  <Accordion title="Do client portal contacts appear here?">
    Yes. Their role badge reads **Client**. You invite them from the client record, but you manage and remove them here.
  </Accordion>

  <Accordion title="Can I add someone without an email address?">
    Yes, with **Add member**. They show as **No login**, appear in reports, and you can log time for them. Add an email later to invite them.
  </Accordion>

  <Accordion title="Can I filter the roster by role or group?">
    There is no filter control. Use the search box, which matches on the roster's text.
  </Accordion>

  <Accordion title="Can I remove several people at once?">
    No. There are no bulk actions on the roster. Remove people one at a time.
  </Accordion>

  <Accordion title="What is the difference between deactivating and removing?">
    Deactivating switches access off and is reversible. Removing deletes the membership and cannot be undone. Both keep their tracked time.
  </Accordion>
</AccordionGroup>

## Related guides

<CardGroup cols={2}>
  <Card title="Invite a member" icon="mail" href="/team/invite-a-member">
    Send an email invite.
  </Card>

  <Card title="Add a member directly" icon="user-plus" href="/team/add-a-member-directly">
    Skip the invite.
  </Card>

  <Card title="Member record" icon="id-card" href="/team/member-record">
    One page per person.
  </Card>

  <Card title="Change someone's role" icon="shield" href="/team/change-someones-role">
    Move a person between roles.
  </Card>

  <Card title="Remove a member" icon="user-minus" href="/team/remove-a-member">
    End someone's access.
  </Card>

  <Card title="Seats and billing" icon="credit-card" href="/team/seats-and-billing">
    What counts toward your plan.
  </Card>
</CardGroup>