Benutzer einladen und Rollen im Arbeitsbereich zuweisen

Als Admin oder Besitzer im Arbeitsbereich ist deine Hauptaufgabe, Benutzer in deinem Arbeitsbereich zu verwalten. Dazu gehören das Einladen von Teammitgliedern, das Zuweisen von Rollen und die Verwaltung von Benutzerprofilen. Mit diesen Funktionen kannst du sicherstellen, dass dein Team den richtigen Zugriff hat, Zeiten effizient erfasst und verwaltet.

Benutzer in den Arbeitsbereich einladen #

To get started, you’ll need to invite team members to your workspace, so they can track time. As an Admin or Owner, you can invite users to the workspace.

You can invite two types of members:

• Voll – For members who need access to most workspace features [Most common use case]
• Limited – For members who only need to clock in and out via Kiosk

Invite a Full member #

To invite a full member to your workspace:

1. Gehe zur Registerkarte Team gehen
2. Klicke auf Add Full Member
3. Enter the email addresses of the users you want to invite
4. Klicke auf Send invite

Sobald ein Benutzer die Einladung annimmt, wird er zum Mitglied des Arbeitsbereichs.

You can invite up to 5 users at a time with the Free plan and an unlimited number of users with any paid plan.

Invite Limited member #

To add a Limited member to your workspace:

1. Gehe zu Team
2. Click the Limited -Registerkarte
3. Click Add Limited Member
4. Type in the name of the user that you’re adding
5. Click Hinzufügen

Resend invites #

Wenn du Benutzer hinzugefügt hast, aber diese keine E-Mail-Einladung erhalten haben, kannst du die Einladung manuell erneut senden:

1. Gehe zur Registerkarte Team gehen
2. Klicke auf die drei Punkte next to the user’s name
3. Wählen Resend an invite email

Members with a pending invite can registrieren with the same email address used to invite them, and they’ll be able to accept the invite and be part of your workspace.

Einladung annehmen #

Sobald Benutzer eingeladen werden, erhalten sie eine E-Mail mit dem Aktivierungslink. 

So nimmst du die Einladung an:

1. Klicke auf den Aktivierungslink in der E-Mail
2. Follow the prompts to log in to the Clockify dashboard

Benutzerprofile verwalten #

As an Admin or Owner, you can edit team members’ profiles directly from the Team nicht sehen. 

To edit a team member’s profile:

1. Gehe zur Registerkarte Team gehen
2. Klicke auf three-dot icon next to the member’s name
3. Wählen Edit profile
4. Edit the following settings:
   • Wochenstart
   • Werktage
   • Daily work capacity (hours)
   • Assigned team manager
5. Klicke auf Speichern

Rollen zuweisen #

You can assign different roles, each with its own level of access, to people in your workspace.

To assign roles:

1. Gehe zur Registerkarte Team gehen
2. Klicke auf +Role next to the user you want to make an Admin
3. Select the role you want to assign
   • Admin – Can manage workspace settings, user permissions, and overall workspace administration
   • Projektmanager – Can view tracked time on their projects, manage project details, launch the Kiosk if enabled, and approve submitted timesheets
   • Teammanager – Can view all tracked time of their team members, edit their team’s time if enabled, and approve submitted timesheets

Only the Workspace Owner can remove the Admin role from someone.

Benutzer deaktivieren #

1. Gehe zur Registerkarte Team gehen
2. Klicke auf three-dot icon next to the user’s name
3. Wählen Deaktivieren

When a user is deactivated, they are instantly logged out of the workspace across all devices, and their active timer is automatically stopped. 

All past time entries, descriptions, and tags remain in the system, but these won’t appear in reports by default. You would need to use the Deaktiviert filter to see their data.

A user must be deactivated before they can be deleted from the workspace/organization.

Benutzer reaktivieren #

You can reactivate a user to restore their access to a workspace. Reactivating a user allows them to log in, track their time, and see their dashboard again. All their past data is automatically restored into the current reports. 

To reactivate a user:

1. Gehe zur Registerkarte Team gehen
2. Wählen Show All oder Show Inactive Users aus dem Dropdown-Menü
3. Klicke auf Activate next to the user you want to reactivate

Inaktive Benutzer erhalten keine E-Mail-Benachrichtigung, wenn sie reaktiviert werden.

Benutzer löschen #

To delete a user:

1. Gehe zur Registerkarte Team gehen
2. Find the member you want to delete
3. Die Seite three-dot icon
4. Klicke auf Löschen user

You’ll be redirected to the user’s profile in your CAKE.com Account page, where you can complete the action.

Oder gehe direkt zu deinem CAKE.com-Konto:

1. Navigiere zum app switcher at the top left corner of the screen 
2. Choose your CAKE.com-Konto 
3. Gehe zur Registerkarte Members gehen
4. Klicke auf das deaktivierte Arbeitsbereich-Mitglied, das du löschen möchtest
5. Die Seite three-dot icon on the right
6. Wähle Löschen

Der Benutzer hat keinen Zugriff mehr auf den Arbeitsbereich und sein Name wird von der Teamseite gelöscht. Team nicht sehen.

Deactivation vs. deletion #

Here are the differences between deactivating and deleting a user:

Deactivate User	Delete User
User can no longer log in or track time in the workspace	User is permanently removed and loses access to the workspace
All time entries remain in reports and are still filterable by that user	Time entries remain in reports, but you can no longer filter data by that specific user’s name
If a timer is running, it will be automatically stopped	User must be deactivated first before they can be deleted
You can reactivate the user at any time from the Team page	To bring the user back, you must send a completely new invitation
Frees up a seat/slot for a new member (on paid plans)	Permanently removes the user record from the workspace/organization
User’s name is moved to the “Inactive” list	User’s name is completely deleted from the Team page

Besitz übertragen #

Caution: To avoid accidentally transferring ownership to the wrong person, confirm the new owner’s details are accurate before proceeding with the transfer.

If you’re a Workspace Owner and want to transfer ownership to another user, you’ll need to do it in your CAKE.com account.

So wird du die Inhaberschaft übertragen:

1. Open your Profileinstellungen in der rechten Ecke oben klicken
2. Klicke auf Manage CAKE.com account button
3. Gehe zur Registerkarte Members gehen
4. Select the workspace member you’d like to transfer the ownership to
5. Die Seite three-dot icon in the top right corner
6. Wähle Besitz übertragen
7. Klicke auf Transfer

Was passiert als Nächstes?

• The new Owner gains full workspace control, including exclusive rights that even Admins don’t have, such as the ability to delete the workspace, set up Single Sign-On (SSO), and manage the subscription at the highest level.
• The former Owner is automatically downgraded to an Admin. They won’t lose access to the workspace, but they lose the Owner-specific permissions mentioned above.

For more information on transferring ownership to another user, check out this article.

FAQs #

Kann ich Benutzer einladen, ohne sofort eine E-Mail zu senden?

No, once you click the Send invite button, the email invitation is sent automatically.

Why does a user I just invited still show as “Inactive”? 

A user remains “Pending” or “Inactive” until they click the link in their invitation email and verify their account. If they haven’t received it, check their spam folder or resend the invite.

Do I get a refund if I deactivate a user halfway through the month? 

No, Clockify does not offer prorated refunds for removed seats. When you deactivate a user, you simply free up a seat. You can then invite a new person to take that seat at no extra cost for the remainder of the billing cycle.

What happens to my seats if I downgrade to the Free plan? 

If you downgrade, you lose access to paid features but you can still keep all your users. The Free plan allows for unlimited users and projects.

Why can’t I invite someone from the mobile app?

Currently, the ability to invite new members to a workspace is restricted to the web version to ensure all administrative roles and workspace permissions are correctly configured during the onboarding process. Use a desktop browser to access the Team page for invitations.