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How to Invite and Add New Users

Add a new team member with the right role and rate so they can start tracking time

Applies to: Workforce · Premium · LawBillity

Add new team members as soon as they join so they can track time from day one. It takes about a minute: name, email, role, and a rate if you bill for their time.

Adding a User

  1. Go to Admin > Manage Users and click Add User at the top. (During first-time setup you can also use the Invite your Users card in the Set Up Wizard on the Dashboard.)
  2. On the Overview tab, enter their first name, last name, and email address. Add their Hire Date if you use time off accruals based on hire date.
  3. On Premium and LawBillity, enter their Standard Billing Rate (and Overtime Billing Rate if you bill overtime differently). This is what clients are charged. Without it, their time can bill at $0.00.
  4. On the Access Permissions tab, choose their role and which clients and projects they can see. See Understanding User Roles.
  5. Click Save.

They get an invitation email with instructions to set a password. They can log in as soon as they've set it.

User Profile - Overview

The user profile, where you can change their details and settings later.

Note: Each person you invite uses one user seat. If all your seats are taken, add one first. See Adding More Users: User Seats.

Other Settings on the Overview Tab

If...
Do this
You want to track what you pay them, separately from what you bill
Fill in Pay Rates: Standard Pay Rate and Overtime Pay Rate. Billing rates are not pay rates.
They're a contractor, not an employee
Set Contractor? to Yes under Pay Rates.
Their time doesn't need review
Set auto-approval for time and time off entries to Yes. Expense entries have their own auto-approval setting.
They shouldn't use the mobile app
Turn off Allow Mobile Login.
You need their location when they log time
Set Geolocation to On, or Required to make them turn on location services to enter time in the mobile app.

After You Add Them

  • User group: put them in a team or department so you can filter reports. See Managing User Groups.
  • Project access: add them to any projects limited to selected people. See Managing Project Access and Team Members.
  • Activity groups: if you use them, check that their clients and projects have the right groups so they see the right activities.

Common Problems

  • You’re out of seats. Add seats in Admin > Settings > Firm Information > Manage Subscription. See Adding More Users: User Seats. Manage Users lists people assigned to seats separately from people who aren't yet.
  • The invitation email didn’t arrive. Ask them to check their spam or junk folder, and check the email address you entered.
  • The new user can’t see any clients. Check their client access on the Access Permissions tab, and the firm default for new users in Admin > Settings > System Settings. See Why Can't I See Certain Clients, Projects, or Activities?.
  • Your firm signed up through ADP Marketplace. Add and manage users in the ADP Marketplace instead.
  • You have a lot of people to add. Import them from a spreadsheet. See Importing Users, Clients, and Projects from a Spreadsheet.
  • Someone left. Uninvite them to free the seat, then disable them. See Removing a User: Uninvite and Disable.

If your menus say Workers instead of Users, your firm renamed its terms. See Renaming Clients, Projects, and Other Terms.