User Management and Roles

User management lets Admins control who has access to the organization and what they can do. This article covers the full user lifecycle.

View team members

1. Go to Settings > Team Members.
2. The list shows all active and deactivated members with their role, email, and last active date.

Change a user's role

1. Click on the user's name.
2. Select a new role from the Role dropdown.
3. Click Save.

Role changes take effect immediately. The user's permissions update on their next page load.

Deactivate a user

When someone leaves or should no longer have access:

1. Click on the user's name.
2. Click Deactivate.
3. Confirm the action.

Deactivated users:

• Cannot log in.
• Don't count as a seat (billing is adjusted).
• Their data (time entries, expenses) is preserved.
• They appear with a "(deactivated)" label in reports and historical data.

Reactivate a user

1. Toggle "Show deactivated" on the Team Members page.
2. Click on the deactivated user.
3. Click Reactivate.
4. They are added as a new seat and can log in again.

Transfer management

To change which manager oversees a team member:

1. Click on the team member.
2. Update the Reports to field.
3. Click Save.

Tip: Never delete users. Deactivate them instead. This preserves their historical data and maintains billing integrity.