To create a new user, click on Data Administration > Users in the sidebar. Then, select the button Add User. Please note that you can only create as many users as your license allows.
A new form will appear where you need to input the username, email address, and the user’s first and last name. You will also need to set a password for the new user, which will allow them to log into the TimeTrack app. You will be asked to enter this password twice to confirm it. We recommend setting a simple initial password for all users (e.g., 11111111), as each user will be prompted to create their own unique password after being invited. Additionally, you can enter the user’s employee ID, their substitute (backup person), and their internal hourly rate. A user’s substitute will gain access to the same employees the original user has access to. In the additional fields, you can input any extra information about the user.
Next, activate the account by selecting the checkbox next to “Activated”. Below this, you will see different roles that can be assigned to the user. You can assign the roles of Administrator, Team Leader, or External Employee.
If no role is assigned, the user will be considered a regular user and will only have access to their own project times. If you want more detailed information about the roles, click the information icon next to each role.
If a user leaves the company, you can deactivate their account. Select the desired user and click on the blue checkmark next to “Activated” to uncheck it. A lock symbol will appear next to their name, indicating that the account has been deactivated. Click “Update” to save your changes.
Once a user is deactivated, their spot in your TimeTrack subscription becomes available. You can either use this spot to add a new user or reduce the total number of users in your subscription. To adjust the number of users, go to Settings > General > Subscription to ensure you’re not paying for unused licenses.
Deactivated users can be found under Data Administration > Users by clicking on the lock symbol. It is generally better to deactivate users rather than delete them because deleting them will result in the loss of all their data and time entries. If the user was involved in any projects, deleting their account can lead to inaccuracies in project tracking.
Please note that restoring deleted data may incur additional costs. When a user account is deactivated, their data remains stored. The user’s time entries will still appear in reports and analyses, but the user will no longer be visible or active within the system. The data associated with the user will be preserved for time tracking purposes. However, the deactivated user will no longer have access to the account and cannot make any changes.
We’re happy to assist you!
Contact Polina from our support team:
support@timetrackenterprise.com
