Inviting your people

How do you get people into the workspace?

Invite them on Users (/users). Tenant admin only — the screen refuses anybody else.

Four figures, and all four are links. Invited is the one to watch in week one — it should be falling every day.

Sending an invitation

1. Press Invite user. A dialog opens with three fields.

2. Fill in Full name, Email (a work email) and Role. The role list is searchable, and each role shows its own description under the name.

3. Press Send invitation. A green note confirms the address it went to.

4. The person gets an email with a sign-up link. They set a password and sign in. See Signing in for what they will see.

Until they accept, they sit in the Pending invitations section at the bottom of the screen with an expiry date. Invited the wrong person? Press Revoke invitation there and the seat is free again.

Which role

Pick by what the person needs to see, not by their job title.

Role	Give it to	They can
Employee	Anyone being tracked	See their own work only
Manager	Anyone who approves time or reviews a team	See team time, approve timesheets and added time, open the live view and screenshots
Tenant admin	One or two people, no more	Everything, including every setting
Auditor	Compliance, internal audit, an external reviewer	See everything, change nothing

A person can hold more than one role. Change roles later with Edit roles on their row.

Two cautions on roles

Keep the admin count small. It is the role that can change what is recorded — screenshots, window titles, retention. The Admins tile on Users should be a number you can say out loud.

Give an auditor the auditor role, not an admin login. Read-only is the whole point of it, and it is the version you can defend later. An auditor with admin rights is an auditor who could have changed the thing they are auditing.

The manager role is wider than it looks

A manager’s approvals and team lists follow the reporting line. Screenshots do not: anyone holding the manager role can open every screenshot in the workspace. The product grants a narrower permission and then does not check it — a known gap.

So the manager list is a privacy decision, not only an approval one.

The three steps after the invitation

An accepted invitation is not a working setup. Three more things, and each one is a different screen.

1. HR details — on Employees (/employees), open the person and fill in the form. Employee code, designation, joining date, hourly rate, team and manager.

   This is where the reporting line is set, and a manager’s team is built from it. A person with no HR record still appears in lists, marked No HR record, and belongs to nobody.

2. A team — on Teams (/teams). A team has a name, a manager, and optionally a parent team.

   Membership comes from each person’s HR record, not from the team screen. So a new team stays empty until you go back to step 1 and point people at it.

3. A productivity role — on Productivity rules (/settings/productivity) → Assign. This is the rule set that decides which apps count as work for that person.

   Without one they fall back to the built-in defaults, which are right for nobody in particular. On the defaults a developer in a code review looks idle and a designer in Canva looks distracted.

Checking your own work

Three checks worth doing on day two:

• Invited on Users should be falling. A person stuck on that list has not installed the desktop app either, so nothing at all is being recorded for them.
• Admins should be a number you can name out loud.
• On Employees, the No HR record and No manager figures should both be zero before you judge any team report. A team report built over people with no manager is measuring the wrong group.

When somebody leaves

Press Deactivate user on their row. They are signed out and blocked. Their recorded time stays, which is what you want for a timesheet that was already approved.

There is no delete, and that is deliberate

Deleting a person would take their hours with them — including hours already billed and timesheets already approved. Deactivate is the end of the road here.

Next: People and roles · Teams