In order for your team to get started using Hubstaff, you will need to first invite them to join your organization account. Once they are added and tracking time on our timer applications, you will be able to monitor their productivity, automate payroll, track project progress, generate comprehensive work reports, and much more.

Here are the steps to invite your team:

• • • Inviting members
    • Invite via link
    • Resending invitations
    • Deleting invitations

Inviting members

Navigate to People > Members on the left sidebar of your web dashboard.

Click on the Add members button located towards the right-hand corner of the page.

The Invite member dialog box will appear. Here, under EMAIL, you can enter your member’s email address. You can also enter multiple email addresses separated by commas. (If you are a large organization inviting members in bulk, please skip to the Bulk inviting members section of this article). Then, set the roles assigned to the invited members and the projects to which each member should belong, and click Send.

A dialog box will appear confirming that the invite has been sent to the recipient/s:

Each member will receive an email inviting them to join your organization.

Once they click Accept Invite, they’ll go to the Hubstaff signup page to create their personal Hubstaff account.

They must enter their full name, email, and password, agree to the Terms, Privacy Policy, and DPA, then click Create my account.

After signing up, the invitation will be accepted, and clicking on the Go button will take your team members to their dashboard.

You can now go back to the People > Members page on your sidebar to confirm that the system successfully added the user to your organization.

Resending invitations

If the person no longer has the invitation or the one you sent expired, you’ll need to send them another one. To do this, follow the steps below:

Navigate to the People > Members tab on the left sidebar.

Deleting invitations

If you don’t want to add the invited member, you still may delete the pending invitation. To do this, follow the steps below:

Navigate to the People > Members tab on the left sidebar.

Invite links

Invite links let you onboard multiple members at once without sending individual email invitations. Each link is pre-configured with a role, project and team assignment, and tracking settings, so members who join through the link can start tracking time immediately without any additional setup from you.

You can create multiple invite links with different configurations, which is useful when onboarding different groups at the same time (for example, a contractor batch and a new internal team).

How to create an invite link

Navigate to the People > Members tab on the left sidebar.

Click on the Invite links tab and then click Create link.

The Create invite link dialog will appear. Fill in the following details:

• Link name* — A descriptive name to help you identify the link later (e.g., “New contractors for Portal Redesign project”). This is required.
• Role — Choose whether members who join through this link are added as a User or a Project viewer. The description below the options updates based on your selection (e.g., a User can track time on the assigned project immediately).
• Projects & Teams* — Select which projects and/or teams members who join through this link will be added to. Click Select all to assign every project and team. This field is required.
• Expiration date — The date after which the link will stop working.
• Usage cap — The maximum number of times the link can be used to add new members.
• Pay rate — The hourly pay rate (USD/hr) that will be applied to members who join through this link.
• Enable/Disable Toggle — Toggle this on to make the link usable right away, or off to create the link in a disabled state until you’re ready to share it.

Your new link will now appear in the Invite Links table, along with any other links you’ve created. Each column shows:

• Invite link name
• Role (User or Project viewer)
• Teams — assigned teams, shown as colored avatars. Hover over a row to reveal an edit (pencil) icon that lets you quickly update the team assignment.
• Projects — number of assigned projects, also editable inline via the pencil icon.
• Pay rate — editable inline.
• Expiration date — editable inline.
• Usage — how many times the link has been used out of its usage cap (e.g., “10/10”). Hover over the usage count to view more detail.
• Status — one of:
  • Active — the link is live and can be used to join your organization.
  • Expired — the link’s expiration date has passed.
  • Disabled — the link has been manually turned off (via the Link active toggle).
  • Limit reached — the link has hit its usage cap.
  • Error — the link has an issue preventing it from working and may need attention.

How to share an invite link

Share the invite link with your team members. Once they click it, they’ll go to the Hubstaff signup page to create their personal Hubstaff account, using the projects, teams, role, and pay rate you configured for that link.

After signing up, your team members accept the invite, and clicking the Go button takes them to their dashboard.

You can now go back to the Members page on your sidebar to confirm that the system successfully added the member to your organization.

How to manage your invite links

All active and expired invite links are listed in People > Members > Invite Links tab. The table shows each link’s name, status, expiration date, use cap and number of uses.

Available actions per invite link:

• Copy — copy the link to share it again.
• Edit — update the link name, role, projects, teams, tracking setting, expiration date, or use cap. Changes apply to new joiners only — members who already joined are not affected.
• Disable — immediately expire the link. Anyone holding the URL will no longer be able to join. Members who already joined are unaffected.
• Delete — delete the invite link.