Invite a Member Via Email

• Step 1: Go to the Members Page
  From the left sidebar, click on Members to open the member management area.
  This page displays both active team members and pending invitations.
• Step 2: Click the "Add Member" Button
  At the top-right corner of the Members page, click Add Member.
  A popup (invitation modal) will appear where you can enter member information.
  
• Step 3: Enter Member Email and Role
  Inside the invitation popup:
  • Email
    Enter the email address of the member you want to invite.
  • Role
    Select a role, such as Staff, Manager, Organizer.
  You may add multiple entries before sending the invitation.

  Once all emails are entered, click Send button.

  
• Step 3: Members Receive an Email Invitation
  • Each invited member receives an email from TimoDesk.
    
  • The email includes a Accept Invitation button.
  • Clicking the link redirects them to create their TimoDesk account and join your organization.
    
    Important
    Members must accept the email invite before they appear as active members.
• Step 4: Pending Invitations
  Invitations that are sent but not yet accepted will appear under a Pending Email Invitations list on the Members page.
  
• Step 5: Remove Invitation (Optional)
  If someone should no longer be invited:
  • Go to the Pending Email Invitations list.
  • Click the Remove button next to the member.
    
  • Confirm the action.
    

  This immediately removes their invitation and blocks them from joining through that invite link.

• Step 6: Invited Members Join the Team
  Once a member accepts the email invitation:
  • They complete the registration process.
  • They automatically appear in your Members List.
  • They can now be assigned to projects and tasks.
  • They gain access to the desktop tracker (if applicable to their role).

Invite Member via Link

Inviting members via a shareable link allows you to onboard team members quickly without needing their email addresses individually. This method is useful when you want to share a single reusable link with multiple people such as freelancers, remote workers, or newly hired team members.

• Step 1: Go to the Members Page
  Navigate to the Members section from the left sidebar of your dashboard. This page displays all existing members and provides options to add new ones.
• Step 2: Click the "Add Member" Button
  At the top-right corner of the Members page, click Add Member.
  A popup (invitation modal) will appear where you can find the invitation link.
  
• Step 3: Click "Invite Via Link"
  At the left bottom of the popup, click the "Or Invite Via Link" button.
  This will switch the interface from email-based invitations to the link-based method.
  
• Step 4: Generate or View the Invitation Link
  After clicking the button, the invitation link section will appear.
  Here you can:
  • View the current invitation link.
  • Copy the link.
  • Regenerate a new link if you want to disable previous invitations.
    Regenerating the link invalidates the old one. Anyone using the old link will no longer be able to join.
  
• Step 5: Share the Invitation Link
  Copy the invitation link and share it with your team members through any communication channel you prefer.
• Step 6: Member Completes the Join Form
  Anyone who opens the link will be redirected to the Member Join Page. The join page will ask the member to provide basic information:
  • Email
  • Name
  • Password
  • Confirm Password
  
• Step 7: Approve or Reject the Member
  Members who register using the invitation link will appear as the Pending Members inside the Members page.
  From here, an Organizer or Manager can:
  • Approve the member → the access to the workspace
  • Reject the member → removes the join request

  Only after approval will the member become an active part of the team.

  Note
  Pending members cannot access any project or data until approved.
  

Add Member Directly

In addition to email invitations and invite links, TimoDesk also allows organization owners and managers to create member accounts directly from the portal. This method is useful when you want to add team members instantly without waiting for them to respond to an email invitation.

• Step 1: Go to the Members Page
  Navigate to the Members section from the left sidebar of your dashboard. Here you can view, manage, and create new members for your organization.
• Step 2: Click the "Add Member" Button
  At the top-right corner of the Members page, click Add Member.
  This will open the Add or Invite Member popup.
  
• Step 3: Select the "Create Account" Tab
  Inside the popup, you will see two tabs:
  • Send Invitation
  • Create Account

  Click on Create Account to manually create a member account.

  
• Step 4: Enter Member Information
  Fill out the required fields:
  • Name The full name of the member
  • Email The email address used for login and notifications
  • Role Choose Staff, Manager, or Organizer (depending on permissions)
  • Password Set a password for the member (they can change it later)
  
• Step 4: Submit the Form
  Click Submit to create the account.
  Once the account is created, an automated email will be sent to the new member asking them to verify their email address.
  
• Step 5: Member Verifies Their Email
  The member needs to open the verification email and click the verification link.
  

Adding a member directly from the portal is the fastest way to onboard new team members. This method is ideal when you want immediate access for members without waiting for invitation acceptance. After creating the account and verifying their email, the member becomes fully active and ready to work within your organization.

What Contains on the Member List Page

The Member List page provides a centralized view of all members within your organization. From this page, organizers and managers can monitor member status, manage roles, control tracking permissions, and access member-specific actions.

Member List Preview

Key Elements on the Member List Page

• Member Information
  • Profile image (if available)
  • Full name
  This helps quickly identify each team member in the organization.
• Status
  Indicates whether the member's account is active.
  • Enabled - The member account is active and accessible.
  • Disabled - The member account is temporarily restricted.
  This status helps administrators control access without deleting a member.
• Tracking Status
  Shows whether time tracking is enabled for the member.
  • Enabled - The member can track time and activity.
  • Disabled - The member cannot track time.
  Note Tracking must be enabled for members to log hours, capture activity, and generate reports.
• Role
  Displays the role assigned to the member, such as:
  • Organizer
  • Manager
  Roles define what actions and permissions the member has within the system.
• Projects
  Shows the total number of projects assigned to the member. This helps you quickly understand workload distribution across your team.
• Search & Filter
  At the top of the page, you can:
  • Search - members by name or email.
  • Filter - members based on project, role, status, or tracking status.
  This is useful for teams with a large number of members.
• Add Member Button
  The Add Member button allows you to:
  • Invite members via email
  • Invite members via link
  • Create a member account directly from the portal
  All member-adding methods start from this button.
• Action Menu
  Each member row includes an Action (⋮) menu, allowing you to:
  • View Details
    Access the member's profile, assigned projects, activity summary, and work history.
  • Enable Tracking
    This is a conditional option. This will appear if the member's tracking is disabled. This action enable time tracking and activity capture for the selected member.
  • Disable Tracking
    This is also a conditional option. This will appear if the member's tracking is enabled. This action temporarily stop time tracking and activity capture for the selected member.
  • Enable Member
    This is another conditional option. This action activate the member's access to the workspace.
  • Disable Member
    This is a conditional option against the enable member. This action deactivate the member's access to the workspace without deleting their data.
  • View Screenshots
    Review screenshots captured during the member's tracked sessions.
  • View Weekly Worklog
    Check the member's weekly time logs and workload summary.
  All member-specific management actions are available from this menu.

What Does the Member Details Page Contains

The Member Details page provides a complete overview of an individual team member’s profile, activity, and project involvement. It allows organizers and managers to monitor performance, manage assignments, and control access settings from a single place.

Member Details Preview

• Member Profile Information
  This section displays the member’s basic account details:
  • Profile Avatar & Name
  • Email Address with verification status
  • Phone Number (if provided)
  • Role (Staff, Organizer, or Manager)
  • Able to Track Time
    Enable or disable time tracking for this member.
  • Member Status
    Activate or deactivate the member’s account without deleting it.
  
• Member Summary
  • Total Time Tracked - Cumulative working time for the selected period.
  • Average Activity - Average activity percentage based on user input.
  • Total Assigned Projects - Number of projects assigned to the member.
  • Performance Level - Overall performance score derived from time and activity.
  
• Top Used Apps
  • Lists the applications where the member spends the most working time.
  • Helps to identify primary working tools and work patterns.
  • Useful for understanding focus areas and software usage behavior.
  • Includes a View All option to see the full app usage report.
  
• Timing Chart
  • Displays a bar chart of daily tracked time within the selected date range.
  • Each bar represents total hours tracked on a specific day.
  • Helps analyze daily work consistency, high and low workload days, work distribution over time.
  
• Average Activity
  • Shows activity percentage trends in a line graph.
  • Activity is calculated based on keyboard and mouse interactions.
  • Helps evaluate focus level during working hours, productivity consistency, and Sudden drops or spikes in engagement.
  
• Top Tracked Tasks
  • Displays the tasks on which the member has spent the most time.
  • Each entry shows task name, associated project, and total time spent on the task.
  • Helps identify the member’s primary responsibilities and workload focus.
  
• Top Tracked Projects
  • Visualized using a chart (e.g., donut or pie).
  • Shows how the member’s time is distributed across different projects.
  • Helps understand project-wise effort allocation.
  
• Recent Screenshots
  • Displays recently captured screenshots during tracked time.
  • Each screenshot includes capture time and date, and associated project.
  • Helps verify work activity and provides visual context of ongoing tasks.
  

How to Edit Phone Number

Organizers and managers can update a member's phone number directly from the Member Details page. This helps keep member contact information accurate and up to date.

• Step 1: Locate the Phone section in the member profile.
  
• Step 2: Click the Edit (✏️) icon next to the phone field.
  
• Step 3: An Update Phone popup will appear.
  
• Step 4: Enter the new phone number and Click Submit to save the changes.
  

How to Update Role

Timodesk allows organizers and managers to update a member's role directly from the Member Details page. This helps you control access levels and responsibilities within your organization.

• Step 1: Locate the Role section in the member profile.
  
• Step 2: Click the Edit (✏️) icon next to the role.
  
• Step 3: An Update Role popup will appear.
  
• Step 4: Select the new role from the dropdown list (e.g., Staff, Organizer, Manager).
  
• Step 5: Click submit to save the changes.
  

How to Track Time in TimoDesk

Before a team member can start tracking time, a few required conditions must be met. Follow the steps below to ensure tracking works smoothly.

• Step 1: Ensure the member is enabled for tracking
  
  If tracking is disabled, the desktop app will show a “Time Tracking is Disabled for You” message.
• Step 2: Assign a Project to the Member
  • Go to member details page.
  • Click on the Assign Projects button.
    
  • Select a project.
    
  • Click on submit button.
    
• Step 3: Go to the download page of TimoDesk and download the app that compatible for your member's computer.
  
• Step 4: Install the app on the member's desktop. After installation, launch the TimoDesk app.
  
• Step 5: Log in to the app using member's email and password.
  The member must have a verified account and active status to log in successfully.
• Step 6: Select a project & Task
  After login, the app will display all assigned projects.
  • Use the Search Projects field if needed.
  • Select the project you want to work on.
  • Choose a task from the task list.
  • You can create task from here too.
  
• Step 7: Click the Start play icon of the selected task. It'll start tracking immediately.
  
  Tracked time, activity level, and screenshots (if enabled) will sync automatically to the dashboard.

Once tracking is enabled and the required setup is completed, members can start tracking their work seamlessly using the TimoDesk desktop application.

Difference Between Organizer, Manager, and Staff

TimoDesk uses role-based access control to ensure the right level of permissions for each team member. Each role has specific responsibilities and access limits, as described below.

• Organizer
  The Organizer is the primary owner of the organization.
  • Has full access to all features and settings.
  • Can manage members, projects, tasks, and tracking settings.
  • Has exclusive access to billing, subscription, and payment management.
  • Can approve or reject member join requests.
  • Responsible for overall organization control and configuration.
  Typically, the person who creates the organization becomes the Organizer.
• Manager
  The Manager helps operate and manage the organization on a daily basis.
  • Can manage members, projects, tasks, and tracking settings.
  • Has exclusive access to billing, subscription, and payment management.
  • Can approve or reject member join requests.
  • Does not have access to billing or subscription settings
  Managers have broad operational control but cannot manage payments.
• Staff
  The Staff role is designed for team members who track time.
  • Can access only assigned projects and tasks.
  • Can view their own activity, time logs, and assigned work.
  • Cannot manage members, projects, or organization settings.

Choosing the right role helps maintain security, accountability, and smooth workflow within your organization. Organizers oversee everything, Managers handle operations, and Staff focus solely on their assigned work.