Users & Administration
Administrators use this area to manage people and access: Manage Users, roles, organization units, member allocation, and related administration tools.
Overview
Users & Administration is where you invite people, assign roles, organize departments, and maintain user profiles.
| Area | Typical entry |
|---|---|
| Manage Users | Settings → Manage Users |
| Invite or create user | Manage Users invite actions, or Quick Start Invite Team |
| User profile | Open a user from Manage Users |
| Roles | Administration → Roles |
| Organization Units | Settings → Organization Unit |
| Member Allocation | Administration → Member Allocation |
| Proxy Login | Main Menu → Proxy Login (when Super Admin impersonation is available) |
Access depends on the role your administrator assigns. A role name does not automatically include every action listed here.
How to access
- Settings → Manage Users
- Settings → Organization Unit
- Administration → Roles
- Administration → Member Allocation
- Main Menu → Proxy Login (when available)
During first-time setup, you can also invite people from Quick Start. See Getting Started.
What you can do
Manage Users
On the user list you can:
- View Active Users, Archived Users, Deleted Users, and Reporting Managers
- Search and filter by roles, organization units, and related criteria
- Invite a user
- Import users from Excel
- Export user data
- Archive, restore, or delete users (single or bulk)
- Edit permissions when that action is available
- Sign in as a user when impersonation is available
- Open a user profile to update personal info, account info, password, leaves, apps and productivity, and settings
Your plan may limit how many users your company can have. See Subscription.
Invite roles shown in the product
| Role | Description shown when inviting |
|---|---|
| Super Admin | Super Admin will get full IN TIME PRO & Proxy Login access. |
| Admin | They will get full access to IN TIME PROS account including clients, invoices and reports. |
| Manager | They will get full access to IN TIME PROS account but can not see financial reports. |
| Program Manager | Program Manager gets access to view and create projects, timesheets, tasks, time tracking, reports, people |
| Employee | They can track time for assigned projects, and can only see their own information. |
| Contractor | They can track time for assigned projects, and can send you invoices. |
| Accountant | They can access invoices, reports and can create journal entries. |
| Client | Client gets access to view and approve their own projects and their team members timesheets, tasks, invoices, payments related to assigned projects. |
These descriptions are guidance shown in the invite screens. Actual access still depends on the permissions granted to the role in your company.
Roles, organization units, and allocation
- Create or edit a role display name, default flag, and permission selections
- Create or edit organization units, then manage members, roles, and designations
- Maintain member allocation records and upload or download CV files when that option is available
Other administration areas that affect users include Tenant Settings, Subscription, Languages, Audit Logs, UI Customization, and Webhooks. Platform operators may also see Tenants, Editions, Host Settings, and Maintenance.
Step-by-step workflow
- Open Settings → Manage Users.
- Confirm the Active Users list loads.
- Start Invite User and select a role if role cards are shown.
- Enter first name, last name, email, Employee Id, and joining date.
- Complete designation and organization, then choose login methods (In Time PRO, Google, Microsoft, and/or Apple when offered).
- Set password options and whether the user is active, then save.
- Optionally open the user profile to refine personal info, leaves, and tracking settings.
- Return to Manage Users and confirm the person appears under Active Users.
To manage roles, open Administration → Roles, edit the role, and save. To manage departments, open Settings → Organization Unit.
Expected result
The user is created or updated. The invite path sends an activation email. The person appears in the correct list (Active, Archived, or Deleted) and can sign in according to the login method and activation rules. See Authentication.
During Quick Start, creating or editing an organization unit can return you to the Quick Start checklist.
Common validations
| Situation | What you see |
|---|---|
| Missing first or last name | First name is required / surname is required |
| Missing or invalid email | Email is required / invalid email address |
| Duplicate email | Email already exist |
| Missing Employee Id | Employee Id is required |
| Duplicate Employee Id | Employee Id already exist |
| Missing joining date | Joining Date is required |
| Missing designation | Save is blocked until a designation is selected |
| No login method selected | Please select one login method |
| Passwords do not match | Confirm password is required; passwords do not match |
| Unsaved changes | Confirm-leave prompt on the newer invite screen |
| User capacity reached | You cannot add more users until your plan allows it |
| Delete or archive | Confirmation prompts before the action completes |