Invite users & assign roles in your workspace

As a Workspace Admin or Owner, one of your primary responsibilities is to manage the users within your workspace. This includes inviting team members, assigning roles, and managing user profiles. With these capabilities, you can ensure your team has the proper access to track and manage time efficiently.

In this guide, we’ll walk you through the process of inviting users, assigning roles, and managing user settings to ensure your workspace is set up for success.

Invite users to your workspace #

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

Steps to invite users:

1. Go to the Team page
2. Depending on the type of member you’d like to add, go to Full or Limited tab
3. Click Add full/limited member
4. Enter the email addresses of the users you want to invite. You can invite multiple users at once by separating the emails with commas or by entering them one by one.
   Free plan: You can invite up to 5 users at once
   Paid plan: You can invite an unlimited number of users
5. Send invitation:
   • Click Add to send the invitations
   • If you don’t want the users to receive the email immediately, you can uncheck the Send email invite option and send the invitations later

Invite users manually #

If you’ve added users but they haven’t received an email invitation, you can manually resend the invitation:

1. Go to the Team page
2. Click the three dots next to the user’s name
3. Select Send an invite email

Accept the invite #

Once invited, users will receive an email with an activation link. 

To accept the invite:

1. Click the activation link in the email
2. Verify email: They’ll be asked to verify their email address
3. Start tracking time: After successful verification, they can log in and start tracking time within your workspace

If the person already has a Clockify account, they’ll receive an email and a notification in Clockify. They will need to click Accept in the notification to join the workspace.

Manage user profiles #

As an Admin or Owner, you can edit team members’ profiles directly from the Team page. Here’s how:

1. Go to the Team page
2. Click the three dots next to the member’s name
3. Edit profile
   • Set their week start, working days, and daily work capacity

Assign roles #

You can assign different roles to users, giving them varying levels of access to your workspace. Here’s how to assign roles:

Make someone admin #

To make someone an Admin:

1. Go to the Team page
2. Click +Role next to the user you want to make an Admin
3. Check the Admin box and click Save

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

Make someone owner #

Transfer ownership to another user via your CAKE.com account.

1. Open your Profile settings at the top right corner
2. Click the Manage CAKE.com account button
3. You’ll be redirected to your CAKE.com account
4. Go to the Members page
5. Click on the workspace member you’d like to transfer the ownership to
6. Open the three-dots menu in the top right corner
7. Choose Transfer ownership

Once the ownership is transferred, you’ll be downgraded to an Admin, and the new Owner will receive a notification.

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

Deactivate and delete users #

When you need to deactivate or delete a user, follow these steps:

Deactivate a user #

1. Go to the Team page
2. Click the three dots next to the user’s name
3. Select Deactivate

or

do it via CAKE.com account:

1. Open your Profile settings at the top right corner
2. Click the Manage CAKE.com account button
3. You’ll be redirected to your CAKE.com account
4. Go to the Members page
5. Click on the workspace member you’d like to deactivate
6. Open the three-dots menu on the right
7. Choose Deactivate

Once a user is deactivated, their timer will be stopped, and they can’t track time until they are reactivated.

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

Reactivate a user #

1. Go to the Team page
2. Select Show All or Show Inactive Users from the dropdown
3. Click Activate next to the user you want to reactivate

Inactive users won’t receive an email notification when they are reactivated.

Delete a user #

You need to delete user via CAKE.com account:

1. Open your Profile settings at the top right corner
2. Click the Manage CAKE.com account button
3. You’ll be redirected to your CAKE.com account
4. Go to the Members page
5. Click on the deactivated workspace member you’d like to delete
6. Open the three-dots menu on the right
7. Choose Delete

The user will no longer have access to the workspace, and their name will be deleted from the Team page.

FAQ  #

How can I invite users to my workspace? #

To invite users, go to the Team page, click Add New Member in the Full/Limited tab, depending on the type of user you’d like to invite. Enter their email addresses, and click Add. If you want to invite multiple users, you can add multiple emails separated by commas.

Can I invite users without sending an email immediately? #

Yes, you can uncheck the Send an invite email option if you want to set everything up first and send the invitations manually later.

How do users accept the invite? #

Users will receive an email with an activation link. After clicking the link and verifying their email, they can log in and start tracking time for your workspace.

Can I make someone an Admin? #

Yes, you can. As an Admin or Owner, you can promote a user to Admin by clicking +Role next to their name on the Team page and checking the Admin box.

What’s the difference between deactivating and deleting a user? #

Deactivating a user prevents them from accessing the workspace but allows you to reactivate them later without needing to resend an invite.
Deleting a user removes them permanently from the workspace and their data will no longer appear in reports.

Can I reactivate a deactivated user? #

Yes, you can. To reactivate a user, go to the Team page, select Show All or Show Inactive Users, and click Activate in the three dots menu, next to the user’s name.

Can I manage users on a paid plan? #

Yes, you can manage users on both free and paid plans. However, keep in mind that on a paid plan, you’re charged per user seat, so make sure to monitor your user count.

What happens if I remove a user from my workspace? #

When you delete a user, they will lose access to your workspace. However, any time entries they have made will still remain in the reports, but you won’t be able to filter by them.