Give your team access without giving up control

Understanding team roles

Inviting a team member

1. 1
   Open Agency Settings and go to the Team section.
2. 2
   Click Invite Team Member.
3. 3
   Enter their name and email address. This is the email they will use to log in.
4. 4
   Set a temporary password. Share this with them securely — they will be prompted to change it on first login.
5. 5
   Choose their role — Owner, Admin, Manager, or User. When in doubt, start with User and promote as needed.
6. 6
   Set module permissions (for Manager and User roles) — choose which features they can access.
7. 7
   Assign client workspaces — choose which clients this team member can see and work in.
8. 8
   Save the invite. Send the team member their email, temporary password, and the app URL.

Module permissions

For Manager and User roles, you choose which WorkRate modules they can access. Modules not enabled are invisible to that team member.

• Time Tracking — lets them log timers and manual hours inside assigned workspaces.
• Task Boards — lets them view, create, and update task cards on client boards.
• Tickets — lets them view, reply to, and update tickets in assigned workspaces.
• Messages — lets them read and reply to client conversations.
• Invoices — lets them view invoice history. Invoice generation may be restricted to higher roles.
• CRM — lets them view and update contacts and notes in assigned workspaces.

Workspace assignments

Team members only see the client workspaces you explicitly assign to them. This is how you keep client data separate when working with contractors or part-time team members.

1. 1
   When inviting or editing a team member, scroll to the Workspace Assignments section.
2. 2
   Select the client workspaces this team member should have access to. You can select multiple.
3. 3
   Unselected workspaces are completely invisible to the team member — they won't even know those clients exist in WorkRate.
4. 4
   Admin and Owner roles automatically have access to all workspaces and don't need individual assignments.

Managing existing team members

1. 1
   Open Agency Settings → Team to see all active team members.
2. 2
   Click any team member to edit their role, module permissions, or workspace assignments.
3. 3
   To reset a team member's password, set a new temporary password in their settings and share it with them.
4. 4
   To remove a team member, click Remove. Their historical activity (time logs, task updates, messages) remains in the system — only their login access is revoked.

Tips & best practices

• Start with the minimum access needed. It's easy to expand permissions — it's awkward to take them away after someone has gotten used to seeing data they shouldn't.
• Don't share Owner accounts. Every person who needs access should have their own login. Shared accounts make it impossible to audit who did what.
• Remove team members immediately when they leave. Revoking access the day someone leaves protects your client data and prevents awkward situations.
• Use Manager for team leads. They can oversee their assigned clients without being able to change billing or agency settings.

Troubleshooting