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
Inviting team members
Step 1
To invite a team member, simply navigate to People > Members on the left-hand sidebar then click on Invite Member.
You can also add Members, by clicking on “Invite Members” at the left bottom corner of the side panel.
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.
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.
Adding members to projects
Step 1
To add projects for a team member, go to People > Members on the sidebar.
Step 2
Under the Projects column, next to a team member’s name, click the pencil icon to open the Edit member dialog.
Step 3
Edit the user’s role on the projects, then select the projects you wish to add. Hit Save to finish adding projects.
Setting up payment options
Step 1
To add projects for a team member, go to People > Members on the sidebar.
Step 2
Under the Payment column, next to the member’s name, click on the pencil icon to edit the user’s payment options.
Step 3
The Payments dialog will appear. Fill in the following information:
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- 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:
- Weekly: Every Monday
- Bi-Weekly: Every other Monday (For Bi-weekly payments you will have the option to choose from 2 pay periods)
- Twice per month: 16th and 31st of the month
- Monthly: 31st of the month
- Update the Pay type – can be set to Hourly or Fixed payments.
- Optional: Activate/deactivate the timesheet approval feature. Click here to learn more about how the timesheet approval feature works.
- Update the Pay rate – pay rates are the amounts used for payroll.
- Update the Bill rate – bill rates are the rates used to invoice clients.
- Pay Rate – shows the changes made to the user’s pay rate including the amount and the rate.
- Bill Rate – shows the changes made to the user’s pay rate including the amount and the rate.
- 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:
Adding user limits
Step 1
To add a weekly limit, click on the People > Members tab on the left sidebar.
Step 2
Under the Limits column, next to the member’s name, click on the pencil icon to edit the user’s limits.
Step 3
The Limits dialog will appear. You can customize the following options:
- Recurring Weekly Limit
- Optional: Use shifts to set daily limits – limits the user to track time on specific schedules set.
- Recurring Daily Limit
- Days allowed to work
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
Step 2
Click on Onboarding status on the rightmost part of the page.
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.
Then, click on Next > Add Teammates and Team Leads one by one or “Select All” on each category.
Click on Next again> Lastly add your projects one by one or “Select All” and click “Save“.
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.
Step 2
Click on the Invites tab and then click on the desired option.
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.
Remove a team member
Step 1
Click on the People > Members tab on the left sidebar.
Step 2
Click Actions to the right of the member you want to remove, then click the Remove member option from the dropdown.
Step 3
Click Ok on the confirmation box.
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.
Step 2
Click on the Actions button to the right of the team member you want to enable/disable time tracking.
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.
Step 2
Select the action you wish to apply in bulk on the list of batch actions:
