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Teams

Teams let you collaborate with others by organizing users and projects together. You can create separate teams for different clients or departments and control who has access to which projects.

Teams list with name, description, permission, projects, and members

The teams list shows each team with its color, description, your permission level in that team, and the number of projects and members it contains.

Pro plan

Teams are available on the Pro plan and above. The web app includes a 30-day trial.

Activate teams​

The first time you use teams, you activate them for your account.

  1. Go to Teams
  2. Enter a name in the Team-Name field
  3. Click Activate Teams

Activate Teams form with a team name field

When you activate teams, all of your existing projects and data are assigned to this first team. You can then share those projects with the members you add.

info

Once a project is assigned to a team, it cannot be moved to a different team.

Create additional teams​

To create more teams, click + New Team in the top right corner of the teams list. Fill in the form:

  • Name: the team name
  • Description: optional notes about the team
  • Color: a color to identify the team in lists
  • Salary visibility: who can see salary information for this team (for example, Visible for all)

Click Save to create the team.

New Team form with name, description, color, and salary visibility fields

View team members​

Open a team from the list to see its details. The team view has tabs for Details, Members, Projects, Tags, and Rates.

Members tab of a team showing name, email, employee ID, and permission

On the Members tab you can search for a member by name and filter the list by status (for example, Active). Each row shows the member's name, email, employee ID, and permission, with an Edit button to change their details.

Add a team member​

  1. Open the team and go to the Members tab
  2. Click Add Member
  3. Fill in the member details:
    • E-Mail (required)
    • First Name (optional)
    • Last Name (optional)
    • Employee Id (optional)
    • Permission level for the team

Add Member form with email, name, employee ID, and permission fields

Share projects with the member​

Below the member details you can choose which projects to share with this person. Select the checkbox next to each project, then set the Permission level for that project using the dropdown.

Project list with checkboxes and a permission dropdown for each project

Each project shows its title, client, and permission. Click Save when you are done.

What happens after you add someone​

  • If the person already has an account, they get access immediately.
  • If the person is new, they receive an email invitation to create an account.

Understanding permissions​

Team permissions​

When you add someone to a team, you choose their team role.

RoleWhat they can do
MemberTrack time on projects they are assigned to
ManagerEverything a Member can do, plus manage team members, create projects, and add tags and rates
OwnerEverything a Manager can do, plus delete the team

Project permissions​

For each project you share, you set a separate permission level.

RoleWhat they can do
MemberCreate and view their own tasks only
ManagerView and edit all tasks, and add other team members to the project
OwnerEverything a Manager can do, plus delete the project
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