Adding and Managing Team Members

Who is this for

Owner and manager of team accounts.

Video guide

In this video, I walk you through the process of adding team members to Time Squared and explain the different roles available: owner, manager, and employee.

I detail the permissions each role has, such as the owner having full access, managers being able to view everybody’s times, while employees can only view and manage their own time entries.

For office managers, team managers or accountants you want to use the ‘manager’ role so that they can view other team members’ times.

I also demonstrate how to invite new users via a link or email and show what employees see in the app based on the settings you choose.

If you have an employee who has been fully compensated and is no longer with your company, and you prefer not to see their name in your active list, you have a couple of options. Updating your pay period will automatically exclude former employees from view. Additionally, you may choose to hide ex-employees manually. Should you need to access their information in the future, you can easily unhide it at any time.

Please review the settings for employee permissions, as this will impact their ability to add or edit time entries.

Finally, I show how inviting members can be done on the web app.

Video transcript:

0:00 All right, welcome back to Time Squared. now I'm going to walk you guys through adding members to your team, and I'll also explain the different member roles that we have and how you can manage what employees can access To start, let's look at the mobile app.

0:17 when you sign up, you make your team, you'll be taken to this Crew tab. Here you'll see a list of all your users.

0:23 Right now it would just be you. and to add a new member, you can either use this button up here or the button down here to add a new user.

0:33 I'm going to go add a customer success. And then you see this checkbox here, manager, checkbox. let me explain the different types of roles we have in Time Squared.

0:47 We have three types of users, The first one is owner, which would be the person who created the team. They would have full access.

0:57 They have access to everybody's times. they have access to team settings and they can even delete the team if they wanted and yes add or remove members as they see fit.

1:12 Next level we have manager. Manager has access to everybody's time. They can invite new users. The limitations that they have compared to owner are that they can't remove other managers or the owner obviously and they can't delete the team.

1:33 they can't do some of the destructive stuff but they have access to everybody's times. They can view, edit, add new time entries or make edits, or flat fees as they see fit.

1:45 And then if this checkbox is off, we'll get to the third type of user, which is employee. Employees only have access to their own time and they can, depending on the permissions that you set up in your company settings, they can only see, edit, or add their own times.

2:04 They don't have access to anything else. Right now, employees can't set up new projects either, but that's something we might be adding in as an option too.

2:16 And, that's the difference between the different members. add this user. I'm going to hit turn white link. What that does is it generates a link that you can send through whatever.

2:31 Text, email to, your employee or manager user. And your, your team member would need to open that link on their phone, especially if they're an employee.

2:47 If they're a manager, they can open it also on their, on their desktop, but employees only have access to the mobile app, they would need to open it on their, on their, let's go ahead and show you what an employee would see in the app.

3:02 And you can actually see that for yourself. Go into the settings tab. Go into edit company settings. Here, you can toggle what employees can do, what they see.

3:14 Right now, if you see, we have, allow employees to manually add or edit times. right now, this is, by default, this is turned on, which means an employee can, they can punch in, punch out, but they can also manually add a, a new entry.

3:30 they could say, hey, for today, they go in the app, they add times for last week. They could do that.

3:36 Or they can go in and make edits. this sort of depends on what you want a level of trust you have in your company.

3:44 And, it's up to you. the few other things that you can turn on and off here, you've got log clock in and out location.

3:51 If you turn that on, what would happen is whenever an employee, punches in, the app will record their location and save it in the entry itself.

4:00 Their location on their address. Same with whenever they punch out. when they clock in or clock out, their location will be saved in the entry.

4:08 That way, you can verify, uh, that they were where they were supposed to be. Uhm, so you can the reason that we've defaulted to off here for clock in and out is, you can turn it on pretty easily.

4:20 The reason we defaulted to off is that it requires the employees to enable a couple of permissions on their phone, and if this is turned on and they don't give location permission on their phone, then they're not allowed to clock in.

4:38 it's a little bit restrictive, again comes down to your level of control and, the trust level that you have in your team and, uh, but you can from up here preview what employees see, because employees will have access to different tabs.

4:53 They won't have access to the crew tab or active, crew tabs. And you can see that again, if you go into edit company settings preview, this'll simulate the environment that an employee has access to.

5:06 for an employee, they have these stats overview project, time card and time sheets. And when they launched their app, an employee will use it.

5:16 have these two big buttons here, punch in or add entry. when they punch in, see, because I've turned on that location access, the punch in and punch out location, it's saying, hey, you got to give location access.

5:26 let's just go back to admin view here. We can turn that off so that I can demonstrate to you guys what it looks like for employees.

5:34 oh, you know what? Let's just turn this off too, just so that we can see what, So you can preview.

5:39 There's no manual entry button. When they punch in, because I turned off that location tracking feature, they can punch in, doesn't really ask for any extra permissions.

5:52 And it starts a timer. They can select a project. I haven't really added any projects on, in my team yet.

5:58 And employees are not able to add new projects. If I go, project, it says only managers and owners can add new projects.

6:08 But you can punch out. And because I've turned off that flag that lets them, that gives them the permission to make changes or manually add entries, the employee can not change the start or end.

6:23 They just can add nodes. Add attachments and set up the project if they've, forgotten to add that in and save it.

6:30 let's go back in here to the admin view and change the settings. So I'm going to allow manual and add entry.

6:39 So you guys can see what it looks like. Let's go back into preview and you see now there's an add entry button.

6:45 Even when you punch and punch out, I can change my start time, my punch in. And when I punch out, I can make full changes here, and then the few other tabs that employees have access to are timesheets and projects, so that they can view their own times.

7:03 I'm not going to dig too deep into these, but they can go in and re-review and edit anything they've created for themselves.

7:15 I think that's it for the mobile side of things. on the web app side, when you sign up or log in, you'll be taken to the view like this.

7:28 You'll start out on the timesheets tab, which is similar to the crew tab on the, on the mobile app. again, you've got your users here.

7:36 if you want to add a new team member though, instead of it being from here, you would need to go to the team tab and invite new members.

7:45 from the web app, the, the way to send an invite would be through email. You would need to put their email in and then we'll send them an email.

7:54 Whereas on the phone, you could, text it or SMS it or use WhatsApp or what have you. Um, yeah, basically that's it.

8:03 I don't think I've forgotten anything.