Managing Members

Manage your team’s profiles, rates, and lifecycle within Keito.

User Properties

Each team member has the following profile information:

Personal Details

  • First name and Last name
  • Email address — Used for login and notifications
  • Phone number — Optional contact number
  • Timezone — Their local timezone for scheduling and reminders
  • Employee ID — Optional internal identifier

Employment Details

  • Engagement type — Employee or Contractor
  • Weekly capacity — Expected work hours per week (used for utilization calculations)
  • Permission level — Member, Manager, or Administrator
  • Business roles — Organizational labels (Designer, Developer, etc.)

Rate Information

  • Default hourly rate — The billing rate used unless overridden at the project level
  • Cost rate — Internal cost rate for profitability calculations (visible to admins only)

User Lifecycle

Pending

When someone is invited but hasn’t yet accepted:

  • They appear in the team list as “Pending.”
  • They cannot log in or track time.
  • You can resend their invitation or cancel it.

Active

Once they accept the invitation:

  • They can log in and use Keito.
  • They appear in project assignment dropdowns.
  • They count toward your subscription seat count.

Archived

When someone leaves the team:

  1. Go to Team and select the member.
  2. Click Archive.
  3. The member can no longer log in.
  4. Their historical data (time entries, expenses, invoices) is preserved.
  5. They no longer count toward your seat count.

Archived members can be reactivated at any time.

Editing Member Profiles

Administrators can edit any team member’s profile:

  1. Go to Team.
  2. Click on the member’s name.
  3. Update their details.
  4. Save changes.

Members can edit their own profile (name, timezone, notification preferences) but cannot change their role or rates.

Contractor vs Employee

The contractor/employee distinction affects:

  • Reporting — Filter the Contractor Report to see hours and costs for contractors specifically.
  • Capacity — Contractors may have different weekly capacity expectations.
  • Cost tracking — Different cost rate structures for profitability analysis.

This is a classification label and doesn’t affect permissions or functionality.

Bulk Management

For large teams:

  • Use bulk invite to onboard multiple people at once.
  • Filter the team list by role, status, or business role.
  • Export team data for external analysis.