Inviting and managing users
You can have an unlimited number of users in Clockify, so your whole team can track time.
Before your team can start tracking time, you have to invite them to your workspace.
Inviting users #
- Click Team in the main sidebar on the left
- Click on Add new member in the upper right corner
- Enter the email of the person you want to invite
- Click Add
The person will then appear and it will say “(not joined yet)” before their name until they accept your invite.
To invite multiple users at once, enter all the emails and separate them with a comma (e.g. firstname.lastname@example.org, email@example.com). If you’re using a free plan you can enter up to 5 email addresses at the same time (but you can invite an unlimited number of users in total); and if you’re on a paid plan, there’s no limitation.
Only admins can invite new users to a workspace and manage their details (set their billable rate, set as inactive, and assign to groups).
If you wish to change someone’s name (or any other detail), you can do that with the Control users account feature.
If you don’t wish your members to receive the email and first set everything up, you can uncheck Send email invite. Then, when you’re ready, can manually invite users.
Manually inviting users #
When you’ve added a member, but they haven’t receive an email. there are two ways to send them the invite:
- Click on three dots next to them and choose Send an invite email
- Click on three dots next to them and choose Copy invite link and send it to them personally
- Members can sign up on their own and they’ll automatically be part of your workspace (if they have a pending invite)
Note: If a person already has a Clockify account, they have to log in and accept the invite via the bell notification.
Accepting the invite #
If a person doesn’t have a Clockify account, it will say (not joined yet) next to them and they need to check their email and create account through the invitation.
If a person already has a Clockify account, it will say Their Name (not joined yet) next to them and they need to accept the workspace invite through the notification.
- The person you invited will receive an invitation email with the activation link they need to click
- After clicking the link, they need to enter the password they want to use
- The invited person can then log in and start tracking time for you
Alternatively, if a person is invited to your workspace (and they don’t have a Clockify account), they can sign up on their own and they’ll automatically be part of your workspace if they have a pending invite to your workspace.
If a person already has a Clockify account, they will receive an email and a notification in Clockify. In that case, they have to open the notification from the top right corner and click Accept. Then, they’ll be able to switch to your workspace and start tracking time for your company.
Deactivating and deleting users #
When you delete or deactivate a user, they won’t be able to see and track time on your workspace anymore. The difference between deleting and deactivating is that you can activate a user whenever you want, without them having to accept workspace invitation. But if you delete a user, they won’t appear on your Team page and, if you want them back, you’ll have to go through the whole invitation process again.
To deactivate a user:
- Go to Team page
- Click three dots next to the person you want to deactivate/delete
- Select Deactivate
Once the user is no longer active you will be able to delete them. To delete a user:
- Go to Team page
- Click three dots next to the inactive user
- Select Delete user
Note: users can only be deleted once they are deactivated. Also, when a user is deactivated, their current timer is stopped (if they have one running).
The time entries of deleted/inactive users will remain but you won’t be able to filter reports by them. You can see their time in the summary report when you group it by the user.
To see more details of the time entries from a deleted team member, simply click on their name in the summary report when grouped by users.
To reactivate a user:
- Go to Team page
- Select Show all or Show inactive users in the drop down menu
- Select Activate
Once a user is activated, they can log in and track time as usual (although they won’t receive an email or a notification that they’ve been activated).
All inactive users’ names will be strike-through.
Making someone Admin #
To make someone an admin, go to Team page, click on +Role next to the person you wish to make admin, tick Admin checkbox, and save.
To remove them as admin, untick the checkbox Admin. Only workspace owner can remove admin role.
Note: the difference between Admin and Owner is that only the owner can remove the Admin role from someone, transfer ownership to another user, and delete the workspace.
Making someone Owner #
To make someone an owner, the owner of the workspace has to click on the three dots next to the name of the person who they wish to transfer ownership to, click Transfer ownership, and confirm the action.
Managing user seats #
Paid plans are charged per user seat. You can learn more about how to manage user seats on the paid plans here.