Members and Invites Overview

members and invites header

Hubstaff makes it easy to invite and manage team members within your organization so they can start tracking time in no time. Follow the steps below to get started:

All of the options below are accessible via the People page on the sidebar.


Table of Contents

    1. Inviting team members
    2. Adding members to projects
    3. Setting up payment options
    4. Adding user limits
    5. Team member onboarding
    6. Adding users to Teams
    7. Edit user settings from the Invite section
    8. Remove a team member
    9. Enabling or Disabling time tracking for a team member
    10. Batch Actions

Inviting team members

Only organization owners, managers, and team leads can send team invites.

Step 1

To invite a team member, simply navigate to People > Members on the left-hand sidebar then click on Invite Member.

menu people members

You can also add Members, by clicking on “Invite Members” at the left bottom corner of the side panel.

Quick Stat Guide Invite Members 2 3

Step 2

A popup dialog should appear where you can fill in the role and the projects the user will be added to. Once you’re finished, press Send. Alternatively, you can click on the Copy invite link button to send a direct invitation link to your team.

Quick Stat Guide Invite Members Details 1

You can also use add members using the “Invite via Link“.

Step 3

An invite email with a confirmation link will be sent to the user. After accepting the invite, they will be asked to set up their own Hubstaff account. Once completed, the users will automatically be added to your organization.

Quick Stat Guide Accept Invite 2


Adding members to projects

Step 1

To add projects for a team member, go to People > Members on the sidebar.

Members and Invite Adding members to Projects

Step 2

Under the Projects column, next to a team member’s name, click the pencil icon to open the Edit member dialog.

member to projects

Step 3

Edit the user’s role on the projects, then select the projects you wish to add. Hit Save to finish adding projects.

Members and Invite Adding members to Projects 3 Jun 2022


Setting up payment options

Step 1

To add projects for a team member, go to People > Members on the sidebar.

Members and Invite Adding members to Projects 1

Step 2

Under the Payment column, next to the member’s name, click on the pencil icon to edit the user’s payment options.

members payment edit pencil

Step 3

The Payments dialog will appear. Fill in the following information:
Members and Invite Edit Payment Jun 2022

    1. Update the Pay period – (none, weekly, twice per month, bi-weekly, monthly). Adding a pay period will automatically mark hours as paid based on the below available pay period options:
      1. Weekly: Every Monday
      2. Bi-Weekly: Every other Monday (For Bi-weekly payments you will have the option to choose from 2 pay periods)
      3. Twice per month: 16th and 31st of the month
      4. Monthly: 31st of the month
    2. Update the Pay type – can be set to Hourly or Fixed payments.
    3. Optional: Activate/deactivate the timesheet approval feature. Click here to learn more about how the timesheet approval feature works.
    4. Update the Pay rate – pay rates are the amounts used for payroll.
    5. Update the Bill rate – bill rates are the rates used to invoice clients.
    6. Pay Rate – shows the changes made to the user’s pay rate including the amount and the rate.
    7. Bill Rate – shows the changes made to the user’s pay rate including the amount and the rate.
Save a history of the bill and pay rates, and display the correct amounts back to users in reports for the historical dates they’re viewing (currently the billed/owed amounts are based on the bill/pay rates at the present moment in time)

Adding user limits

Step 1

To add a weekly limit, click on the People > Members tab on the left sidebar.

Members and Invite Adding members to Projects 1

Step 2

Under the Limits column, next to the member’s name, click on the pencil icon to edit the user’s limits.

Members and Invite Edit Limits

Step 3

The Limits dialog will appear. You can customize the following options:

  1. Recurring Weekly Limit
  2. Optional: Use shifts to set daily limits – limits the user to track time on specific schedules set.
  3. Recurring Daily Limit
  4. Days allowed to work

Members and Invite Edit Limits 2 Jun 2022

For a more in-depth look at the features of the limits click the links below.


Team member onboarding

The team member onboarding feature allows owners/managers to check which users have created a Hubstaff account, downloaded the app, tracked time, and also sends reminders to users to complete setting up their accounts.

Step 1

To access the dialog box, go to the People > Members page.

menu people members

menu people members

Step 2

Click on Onboarding status on the rightmost part of the page.

Onboard Status

Step 3

A popup dialog should appear where you can see the status onboarding status of each user. Toggle the Show onboarded members setting to show only users who haven’t been completely onboarded.

For more details, please check the team onboarding support article here.


Adding users to Teams

To add users to a team, first, you’ll have to add a Team by navigating to the Teams tab on the sidebar, then click on Add team.

Members and Invite Adding members to Projects 4

Members and Invite Add Team

Members and Invite Team Name
Then, click on Next > Add Teammates and Team Leads one by one or “Select All” on each category.

Members and Invite Add Team Members

Click on Next again> Lastly add your projects one by one or “Select All” and click “Save“.

Members and Invite Team Add Projects


Edit user settings from the Invite section

You may also access the user’s settings mentioned in previous steps before they accept the invitation by navigating to the Invites tab in order to make the onboarding process more seamless.

Step 1

Select People > Members from the main navigation menu. Once on there, click on the Invites tab.

members area

Step 2

Click on the Invites tab and then click on the desired option.

Hovering on options Jul 2022

Step 3

One special mention to this section is that if you edit the user role, and they don’t have an  existing account in Hubstaff, you will be able to edit their Name, if an account already exists this field is auto-filled. After the user accepts the invitation only they are able to edit their account name.

Edit Member and Role Jul 2022 updt


Remove a team member

Step 1

Click on the People > Members tab on the left sidebar.

Members and Invite Adding members to Projects 4

Step 2

Click Actions to the right of the member you want to remove, then click the Remove member option from the dropdown.

members actions remove member

Step 3

Click Ok on the confirmation box.

Members and Invite Remove a Member Confirm

Removing a user from the organization will hide all detailed activities (screenshots, app & URL, payments, etc.). Time data will be kept.

Enabling or Disabling time tracking for a team member

You can enable or disable time tracking for members in your organization.  Disabling time tracking for anyone will disallow users from tracking time from their timer and you won’t be able to add manual time for them.

Step 1

Click on the People > Members tab on the left sidebar.

Members and Invite Adding members to Projects 4

Step 2

Click on the Actions button to the right of the team member you want to enable/disable time tracking.

members actions disable tracking 1


Batch Actions

Batch actions let you apply an action to multiple team members in one go.

Step 1

Click on the People > Members tab on the left sidebar.

Select the users that will require batch actions by checking the box beside the user.

Click on the required batch action and the users will be updated.

Members and Invite Adding members to Projects 4

members batch actions

Step 2

Select the action you wish to apply in bulk on the list of batch actions:

Members and Invite Batch Actions Actions

  • Was this Helpful ?
  • Yes   No
  • Was this Helpful ?
  • Yes   No