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:

  1. Click Team in the main sidebar on the left
  2. Enter the email of the person you want to invite in the upper left corner
  3. Click Add. The person will then appear and stay in the Inactive tab until they accept your invite

Tip: to invite multiple users at once, enter all the emails and separate them with a comma (eg. mark@domain.com, jane@domain.com). Please note that if you’re using a free plan you can enter up to 5 email addresses at once to invite users in a bulk (but you can invite an unlimited number of users in total).

Accepting the invite:

  1. The person you invited will receive an invitation email with the activation link they need to click
  2. After clicking the link, they need to enter the password they want to use
  3. The invited person can then log in and start tracking time for you

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 and click Accept. Then, they’ll be able to switch to your workspace and start tracking time for your company.

Only admins can invite new users to a workspace and manage their details (set their hourly rate, set as inactive, and assign to user groups).

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.

  1. Go to Team page
  2. Click three dots next to the person you want to deactivate/delete
  3. Select “Set use inactive”
  4. Confirm

The time entries of deleted/deactivated users will remain but you won’t be able to filters reports by them. You can see their time entries in the e.g. summary report when you group it by user.

To reactivate a user, go to Teams, click Inactive tab, click three dots next to user’s name, and “select Set user active”. 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).

Making someone admin #

To make someone an admin, go to Team page and add them to the Admins user group (you can do that by clicking on the + or any existing user group in the Access column).

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 owner role”, and confirm the action.

Note: the difference between Admin and Owner is that only the owner can remove Admin role from someone. Also, only the Owner can  delete the workspace.

making someone admin or owner