Skip to main content
An invitation that has not been accepted is still live access. Anyone holding the link can join. That is why you manage invitations exactly like you manage people – on the same roster, with the same care.

​
An invite is not a person

These are two different things, and knowing the difference explains most of the page. Someone can appear as an invitation first and as a member later. TimeTracker never counts them twice.
When you add someone directly with an email, they get a roster row and an invite. The invite is folded into their row, so you see one line, not two – and you use one seat, not two.

​
Where invitations appear

On the roster at Settings → Team Members. A standalone invite is an address you invited that has no roster row yet.

​
Invitation statuses

​
Invitations expire after seven days

An invite is valid for seven days from the moment it is sent. After that, the recipient sees Invitation Expired or Revoked with the text This invitation link is no longer valid. Please reach out to an admin of the workspace to request a fresh invite.
The same card is shown for an expired, revoked, already-accepted or unknown invite. An outsider cannot learn which one it was.

​
Resend an invite

Resending gives them a fresh link and another seven days.
1

Find the row

On the roster, look for Pending or Invited.
2

Open the three-dot menu

Choose Resend invite.
Resending kills the old link. The same invitation is re-armed with a new token, so anyone still holding the previous URL can no longer use it. That is useful if a link went to the wrong inbox.
If the invite is no longer pending, you get That invitation can't be sent again. Withdraw it and send a new one instead.

​
Change the role before they accept

You do not need to revoke and start over.
1

Open the three-dot menu

On a standalone invite row, choose Change role.
2

Pick the new role

The dialog is titled Change role for , with the helper They'll get this role when they accept. Their invite link keeps working.
The link is unchanged. They get the new role when they join. Change role is disabled on a client invite – a portal contact’s role is fixed. If the invite is not pending: An invitation that is {status} can't have its role changed. Withdraw it and send a new one.

​
Revoke an invite

Revoking withdraws access. The link stops working immediately.
1

Open the three-dot menu

Choose Revoke invite.
2

Read the dialog

Revoke invite? – {email} will no longer be able to use this link. Anyone already on the roster stays on it – they just can't claim a login until you invite them again. This can't be undone.
3

Confirm

The seat is freed straight away.
Note what the dialog says carefully: revoking an invite does not remove a roster row. Someone added directly with an email keeps their roster row, their rates and their groups – they just cannot claim a login until you invite them again. If it was already dealt with, you get That invitation has already been dealt with, so there's nothing to withdraw.
Revoking is how you withdraw access from someone who has not joined yet. Do it as soon as you know an invite went to the wrong address – until you do, the link is a working key to your workspace.

​
Removing a person revokes their invites too

When you remove someone from the workspace, every outstanding invitation for their email is revoked in the same step. This is deliberate. Removing the roster row but leaving the invite alive would leave a back door open. See remove a member.

​
Invitations and seats

An outstanding invitation counts toward your seat total, because it is access. The seat meter on the roster spells it out, for example:
8 of 8 seats – 3 members, 4 client contacts, 1 pending invite
Three rules follow from that:
An invite whose email already belongs to an active member is not counted twice. One person, one seat.

​
Example

Maya Ellis invites two people to Northwind Studio.
1

Two invites go out

[email protected] as Member and [email protected] as Finance. The roster now shows two Pending rows, and the seat count goes up by two.
2

Jonas joins

He accepts the next day. His row becomes a member with status Active. The seat count does not change – he was already counted.
3

The wrong address

Maya realises Daniel’s address is daniel@, not dan@. She revokes the dan@ invite, which frees a seat, and invites the right address.
4

A week passes

Daniel has not accepted. Maya uses Resend invite to give him a fresh link and another seven days. The old link stops working.

​
Permissions

The permission list describes invite.revoke as Revoke pending invites: Cancel an invite that was sent but not accepted yet.

​
Common questions

Yes. An open invite is access, so it holds a seat until it is accepted, revoked or expired.
No. When you add someone directly with an email, their invite is folded into their roster row. One person, one row, one seat.
Seven days. Resend it for a fresh seven days and a new link.
The link authorises the join, so yes. Revoke an invite that went to the wrong place rather than relying on the address.
No. Someone added directly keeps their roster row, rates and groups – they just cannot claim a login until you invite them again.
Yes. Accepting is never blocked. The cap only stops a new invite or a new direct add.

​
Troubleshooting

Invite a member

Send an invite in the first place.

Seats and billing

How invites are counted.

Remove a member

Removal revokes invites too.

Add a member directly

Roster row plus invite in one step.

Change someone's role

Roles for members and invites.

Invite a client contact

Portal invites are different.