Users
Learn how to add, manage, and configure team members in TeamTrackin. View users in list or grid mode, edit profiles, assign projects, upload documents, manage bank details, and create custom fields.
Users Overview
The Users page is the central hub for managing all team members in your TeamTrackin workspace. Admins can view, search, filter, add, edit, archive, and delete users. Four KPI tiles at the top provide an instant snapshot of your team.
| Tile | Description |
|---|---|
| Total users | Count of all registered users (active + archived) |
| Active employees | Users currently active and tracking time |
| Admins | Users with admin privileges who can manage all settings |
| Total monthly payroll | Sum of all active user rates for the current pay cycle |
List View
List view displays users in a table with columns for Employee, Email, Joining Date, Access group, Project, Hourly Rate, and Actions (edit, archive, delete). Toggle between list and grid using the icons next to filter tabs.
| Employee | Joining Date | Access group | Project | Hourly Rate | Actions | |
|---|---|---|---|---|---|---|
JD James Davies | james.d384@gmail.com | 06-04-2026 | Time Reporters | Teamtrackin | 288 USD / mo | |
RM Rachel Morgan | rachel.m856@gmail.com | 05-01-2026 | Admins | Not Assigned | 120 USD / mo | |
TP Tom Palmer | tom.p656@gmail.com | 10-12-2025 | Time Reporters | Teamtrackin | 142 USD / mo | |
EW Emily Watson | emily.w930@gmail.com | 23-06-2025 | Time Reporters | Teamtrackin | 1000 USD / mo |
Grid View
Grid view displays users as profile cards with a coloured top border, avatar, name, email, access group badge, project, rate, join date, and action buttons.
Add New User
Click + New user to open the creation modal. Fill in required fields marked with * and click + Create. Pick their Access group (Admins, Time Reporters or one of your custom groups) — new people start in Time Reporters. Use + Create access group at the bottom of that list to make a new group, then set what it can do in Groups & permissions.
Weekly/Daily hours limits help prevent overtime violations and ensure compliance with Working Time Directive (UK) and FLSA (US). Both employee and admin receive notifications when approaching limits.
Personal & Job Info
Click any user to open their detail page. The left sidebar shows a profile summary and four tabs. Personal & Job Info is the default tab showing identity details and employment information. All fields on this tab are fully customisable — admins can add new fields or remove existing ones using the + Add custom field button in the section header.
Reset password: admins can set a new password for a team member with the Reset password button under their profile summary. They are signed out on the web, mobile and desktop apps and sign in again with the new password. The account owner's password can't be reset here — they use “Forgot password”. Archived users can't sign in until they are restored.
Personal info
Identity and address detailsJob details
Employment and payroll informationEvery field has edit and delete controls. Each field value displays a ✎ (edit) and ✕ (delete) button on the right side. Admins can click edit to modify the field label or value, or click delete to permanently remove the field from the user profile. This applies to both default and custom fields — giving admins complete control over the profile structure.
All fields are fully customisable. Admins can add new custom fields or remove existing ones from the Personal Info and Job Details sections at any time using the + Add custom field button. Fields marked with a CUSTOM badge were added by your admin and can be edited or deleted without affecting default fields.
Contact & Emergency
The second tab stores contact phone numbers and up to two emergency contacts. Click any field to edit it directly. All fields on this tab are fully customisable — admins can add, rename, or remove any field to match your organisation's requirements.
Contact details
Phone numbers and email contactsEmergency contact 1
Emergency contact 2
All contact and emergency fields are fully customisable. Admins can add new fields (e.g. Skype ID, WhatsApp number, secondary email) or remove existing ones using the + Add custom field button. The default fields shown above are a starting template — your organisation can tailor them to match your HR requirements.
Documents
The Documents tab stores medical/education details and allows uploading required employee documents. All document categories and medical fields are fully customisable — admins can add new document types or remove existing ones to match your compliance needs.
Medical details
Education and health infoAll documents
Required employee documentsAll document types and medical fields are fully customisable. Admins can add new document categories (e.g. Visa Copy, Driver's Licence, Training Certificate) or remove existing ones. Medical fields like Academic Level and Medical Condition can also be customised or extended with additional fields using + Add custom field.
Versions: uploading a new file with New version keeps the old one — open Show previous versions to see every earlier file with its date. Admins see all versions; the employee sees only the latest. Only the account owner (primary admin) can permanently delete a version. When an employee removes or replaces their own document, the earlier file stays on record for admins; fields marked “one time filled” can't be changed by the employee once set.
Bank Details
Stores payment account info for payroll. Each person sees their own; seeing or editing other people's needs People → View / Edit: Everyone (Admins have it). All data encrypted. All bank fields are fully customisable — admins can add country-specific fields (e.g. Sort Code, Routing Number, Swift/BIC) or remove unused ones.
Bank details
Payment account and branch infoAll bank detail fields are fully customisable. Admins can add new fields (e.g. Sort Code, Routing Number, Swift/BIC Code, Tax ID) or remove existing ones to match your country's banking requirements. Use + Add custom field to extend this section.
Groups & Permissions
Open Company → Groups & permissions to decide exactly what people can see and do. Every company starts with two built-in groups — Admins and Time Reporters — and each person is in the access group picked for them on the user form (new people start in Time Reporters).
On the Premium and Enterprise plans you can create your own groups and change any group's permissions. Permissions are shown as a grid: each feature (Projects, Tickets, Overtime requests, Clients, Invoices, Shifts…) has View, Create, Edit and Delete, plus extra actions where they exist (Approve, Export, Share, Send, Mark paid…).
Everyone can always see and manage their own time, profile and requests — shown as “Own (always)” in the grid. That minimum can't be switched off; you can only give more.
Safety rules: the account owner always has full access and can't be added, removed or restricted; nobody can change their own groups or give more than they have themselves; owner-only powers (billing, vault recovery, editing paid invoices) can't be given to a group. “Manage API keys”, “Manage AI tools” and “Connect AI tools” (Company Info) are on for the owner and Admins by default; nobody can give a key or an AI tool more than they can do themselves. All permissions are checked by our servers, not just hidden on screen.
Custom Fields
Every field across all four profile tabs (Personal & Job Info, Contact & Emergency, Documents, and Bank Details) is fully customisable by admins. Admins can add new fields of any type or remove existing ones at any time — the default fields shown in TeamTrackin are a starting template that your organisation can tailor to match your exact HR, compliance, and operational requirements.
Click + Add custom field from any tab header to open the field builder. Choose from six field types, assign it to any section, and optionally mark it as required or one-time-fill.
| Setting | Description |
|---|---|
| Field label | Name shown on the profile (e.g. "Blood Type") |
| Field type | Text, Number, Date, Dropdown, Yes/No, or File |
| Apply to section | Which profile tab the field appears on |
| Mark as required | Profile cannot be saved without this field |
| One time filled | Once set, only admins can change the value |
Manage Your Team With Complete Flexibility
Add users, customise every profile field, assign projects, track hours, upload documents, and manage payroll details — all from one centralised Users dashboard in TeamTrackin.