Project Team

Assign team members to projects to control who can track time and how they’re billed.

Project access can include employees, contractors, and external client accounts. Employees and contractors are internal workforce members who usually track time. Client accounts are external stakeholders who can be given read-only project visibility. See Client Project Access for the full client view model.

Assigning Members

  1. Open the project and navigate to the Team section.
  2. Click Add Member.
  3. Select team members from your workspace roster.
  4. Configure per-member settings if needed.

Per-Member Settings

For each team member on a project, you can configure:

Project Access

  • Track time — Allows the person to log time and expenses against this project.
  • Client view — Allows read-only access to project hours and client-facing financial totals.
  • Internal costs — Adds internal cost totals and cost budgets. This also enables Client view.
  • Manages project — Marks the person as a project manager for internal workflows.

For client accounts, the normal setup is Track time off, Client view on, Internal costs off, and Manages project off.

Person Hourly Rates

Person rate controls appear only when the project uses Person hourly rate billing. Open Project → Edit → Project team to see each person’s effective rate and its source:

  • Global profile uses the dated profile rate for the work date, falling back to the member’s workspace default.
  • Project override is one value for this assignment only; zero is valid. It never changes the profile or other projects.

Use Edit global rate, Set/Edit project override, or Use global rate. Switching to global keeps the dormant override for later.

Billing methods never mix: Project uses only its shared rate; Task uses its assignment rate then task default; Person uses only its selected source; and Non-billable has no rate. A missing rate stays missing instead of borrowing from another method.

New Time and Existing Time

New entries snapshot their effective rate. Later configuration changes do not rewrite them, and invoice lines are never repriced.

Existing time changes only when you opt into Reprice eligible existing time. Optional work-date bounds are inclusive. Locked, closed, running, non-billable, billed, manually invoiced, invoice-linked, and missing-global-rate entries remain unchanged.

This Business feature requires billable-rate access. Project managers also need project-edit permission. Global and project currencies must match; otherwise use a project-currency override.

Per-Person Budget

When using Per-Person budget type, set an individual hour or fee budget for each member.

Project Managers

Designate one or more team members as project managers:

  • Project managers receive over-budget notifications.
  • They can approve timesheets from team members assigned to their projects.
  • They may have additional permissions depending on their workspace role.

Who Can Track Time

Only assigned team members can log time and expenses against a project. If someone isn’t assigned:

  • The project won’t appear in their time entry dropdown.
  • They cannot create entries for that project.

Administrators can always access all projects regardless of assignment.

Client accounts with Track time turned off can still view the project if Client view is enabled, but they cannot create time or expense entries.

Removing Members

To remove a team member from a project:

  1. Open the project’s Team section.
  2. Click remove next to the member’s name.

Their existing time entries remain on the project — only future tracking is prevented.

Viewing Assignments

From the project detail page, you can see:

  • All assigned members
  • Their roles (manager or member)
  • Their hourly rates (if you have permission to view rates)
  • Hours tracked per person