Invite your team

Applies to Workletto 1.x.

People join Workletto by invite link. Unless you’ve turned on email, Workletto sends no email: you copy each link and send it yourself, in an email or a chat message. Only admins can invite people.

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Invite someone

1. Open Manage, then People.
2. In the form at the top, enter their Name and Email, and choose a Role. The role starts as Member.
3. Click Invite. If someone with that email already has an account, Workletto refuses and says so.

Workletto shows a box headed “Send this link to” their name, with the link selected. Click Copy link and send it.

If email is on, the form also has an Email the link checkbox, ticked by default: the person then gets the link by email, and the box says “Emailed to” their address. If the email couldn’t be sent, the box says why; the link still works, so copy it and send it yourself.

• A link works once, for 7 days.
• You see the link only now. If you lose it, make a new one.
• Anyone with the link can join as that person, so send it only to them.

Until they join, the person is listed under Invited, not joined yet. There you can click New link, which makes a fresh link and stops the old one working, or Cancel invite.

What they do

They open the link and see a page headed “Join” followed by your organization’s name. Their name is filled in and can be changed, and their email is fixed to the one you entered. They choose a password of 10 to 128 characters and click Join. They are signed in straight away.

If the link has expired or was already used, the page says so and they need a new link from you.

Note

Anyone can change their own password from the account menu, and an admin can make a reset link for someone who has forgotten theirs. See Reset a password.

Roles

What they can do	Admin	Manager	Member
Track their own time and expenses	Yes	Yes	Yes
See projects	All	All	Open ones, and their own teams’
Add and change tasks on a project	Yes	Yes	Yes
Add and change projects, rates and budgets	Yes	Yes	No
Add and change clients	Yes	Yes	No
Invoices	Yes	Yes	No
Reports	Everyone’s, with money	Everyone’s, with money	Their own, no money
Profitability report	With people’s costs	Without costs	No
Team page	Yes	Yes	No
Company-wide tasks	Yes	Yes	No
Budgets report	Yes	Yes	No
Import and export	Yes	Yes	No
Other Manage pages	Yes	No	No

Admins and managers can track time on any project, even one limited to a chosen team.

What members can and can’t see

A member’s Time and Expenses pages show only their own entries. Nobody else’s time or expenses are visible to them.

On the Projects page, a member sees the projects they can track time on. A new project is open to everyone. An admin or manager can limit a project to chosen people in the project’s Settings, and then only those people, plus admins and managers, see it. For each project a member can open, they see:

• its client’s name, and whether it is billable;
• its team, by name;
• its tasks;
• the total hours tracked on it, and how many are billable. This is the total for everyone, not a breakdown by person.

Members don’t see:

• hourly rates, for a project or for a person;
• other people’s email addresses or roles, or a client’s email and billing address (they see the names of clients and colleagues);
• budgets, billable amounts or invoices;
• the Invoices and Manage sections;
• other people’s time entries or expenses, in Reports or anywhere else.

Change someone’s details, role or account

On Manage, People, each person has a Role menu and, if you want it, a Billable rate, the hourly rate used by projects that bill by person. It saves when you click away, and “Saved.” appears under it. Changing a role takes effect immediately. If you have set a cost rate for someone, the row also says “Cost” with the amount.

Edit changes a person’s name and the email address they sign in with. It also has two settings only admins can see:

• Cost rate (per hour): what an hour of their time costs you. The Profitability report uses it. Leave it empty if you don’t track costs.
• Hours a week: their usual working hours, 35 unless you change it. The Team page measures their time against it.

Each email address can belong to only one person, and not to someone with an open invite. A new email signs them out everywhere; from then on they sign in with the new address and the same password. Name, email, cost rate and weekly capacity changes appear in History. For people with no login yet, Edit changes the name; their email comes with their invite.

Turn off, in the person’s More actions menu, stops someone signing in and signs them out of every device straight away. Nobody is ever deleted, so their time stays in your reports. Turn on restores the account.

You can edit your own name and email, but you can’t change your own role or turn off your own account, so there is always an admin.

People who have no login yet

People added by a Harvest import appear on the People page marked No login yet. Click Invite next to a name, enter their email, and Make invite link. They join with the same page as everyone else.