Inviting your team

People are added one at a time from Users under Manage in the sidebar. There is no separate invitation object to manage: creating the user is the invitation. Temponia sets a random password on the new account and emails the person a link to replace it.

Only an owner or an admin can reach the Users page. See roles and permissions for what the roles mean.

Adding someone

1. Open Users and select Create user.
2. Fill in Email and Name.
3. Pick a Role: Admin, Manager or Employee. Owner is not in the list, because there is exactly one owner and it is set elsewhere.
4. Optionally set a Billable rate, the rate you bill to clients, which can be overwritten on each project. See rates and who gets charged what.
5. Optionally set a Labor rate, the internal cost this person represents. Only administrators can view this rate, and it is used for cost reporting.
6. Set Weekly total hours if this person does not work a full week. It feeds the completeness checks behind reminders.
7. Select Create user.

Creating an account does not give the person anything to do yet. They also need to be assigned to at least one project, otherwise their dashboard says they are not assigned to any projects or tasks. See how clients, projects and tasks fit together.

What the invited person sees

They receive an email with the subject [Temponia] Welcome, telling them they were added as a user of your company, with a Set my password button.

Following that link signs them in and drops them on a page that asks for one thing, a password, with a Save password button. The link works once: the token behind it is cleared as soon as it is used. After saving, they land in the workspace.

If they never get round to it, the Users list shows a Resend invite link next to their email address for as long as they have not signed in once. Resending issues a fresh link and the previous one stops working.

People imported through an integration that can sync users get a different message, pointing them at their Office 365 or Xero login rather than at a password. Those accounts are created with the Employee role.

If they already have an account

An email address can belong to only one Temponia account across all workspaces. If the address is already in use anywhere, creating the user fails and the form reports the email as already taken. There is no way to attach an existing account to a second workspace, so somebody who genuinely needs access to two of them needs a second address.

Sign-in is per workspace as well. People sign in at yourcompany.temponia.com, not at a shared address.

If the plan has no room

When your subscription has no seats left, Create user does not open the form. Temponia sends you to the subscription page instead, saying the maximum number of users has been reached. The same applies when you try to restore an archived person. See your subscription.

If your identity provider provisions accounts through SCIM, users arrive without anyone pressing Create user. See security and single sign-on.

When someone leaves

Users are archived, not deleted. On the Users list, use the Archive user action. The account is deactivated: the person can no longer sign in, they stop counting against your seats, and everything they tracked stays exactly where it is. They move to the Archived users section at the bottom of the page.

Two rules are enforced. You cannot archive yourself, and you cannot archive the workspace owner. To remove the owner, transfer ownership first, on the Company info tab of Company settings.

Archived users have two further actions: Restore user, which reactivates the account if a seat is free, and Permanently delete user, which is a separate, confirmed step.

Deleting takes the history with it. Permanently deleting a user also deletes their time entries, expenses and absences. Reports covering past months change as a result. Archiving is the right choice for anyone who has ever tracked time.