Team, roles and who sees what
Inviting people
Invite by e-mail from workspace settings. The invitation is a one-time link; if they do not have an account yet, signing up through that link puts them straight into your workspace.
Four roles
- Owner — everything, including billing and deleting the workspace.
- Admin — manages people, projects and settings, sees all reports, approves anything.
- Lead — a member who leads one or more teams: sees their people's hours, approves their absences and timesheets, can create projects for their team. Not an admin over the rest of the workspace; what a lead sees outside their teams is a workspace setting.
- Member — tracks time, sees their own; what else they see depends on the settings below.
Separately from the role, a member is internal (an employee — gets a standard day, counts towards capacity) or external (a contractor — no standard day, and the company appears as a client in their own personal space so they can invoice it at their own rate).
Teams
A team is a group of members with a lead. It exists for one reason: so a lead can see their people's hours without becoming an admin over the whole workspace. Someone can be in several teams, and a lead sees the union of their teams. The lead is also who approves the team's absences and timesheets; a member with no team is approved by an admin.
Time visibility
The workspace has one of three settings, and the default is the strictest:
- Private (default) — everyone sees their own time; admins and owners see everything.
- Team — you see your team's time as well.
- Workspace — everyone sees everyone's.
A team can override the workspace setting for its own members, so one team can work in the open while the rest of the workspace stays private.
Money is a separate question
Seeing hours is not seeing money. Amounts are shown to owners and admins, and to a member only for their own time. When a report mixes people whose amounts you may not see, the amounts are hidden rather than partially summed — a total that silently leaves out half the team is worse than no total. Where an amount is hidden, you get a dash, not a zero.
A workspace can turn amount sharing on if that is how the team works. It is off by default, because the reverse is not fixable after the fact.
Removing someone
Removing a member keeps their hours — they are the workspace's record of work done, not the person's property to take away. They lose access immediately.
Workspace settings
Settings → General (owners and admins) is where the decisions for the whole workspace live: the name; the time zone reports and exports use, so everyone sees the same days wherever they sit; the currency and default hourly rate; who may create projects; what leads see outside their teams; the visibility settings above; the standard day (start, end, break, project) that Fill standard day uses for employees, with an override per member; and the two optional modules, Absences and Timesheet approvals, which add pages to the sidebar once switched on. Your own time zone for the day view is a profile setting, not a workspace one — see your profile.
Absences
With the module on, Absences appears in the sidebar. Mine shows your balances per type and year — entitlement, taken, pending, remaining — and takes a request in days with half-day steps; weekends and workspace holidays are not counted. Types that need no approval (sickness, typically) are recorded as approved straight away; the rest go to the lead of your team, or to an admin if you have none, and you get an e-mail and a push with the decision. You can cancel a request of your own.
Team is for leads and admins: the queue of requests to approve, and a month strip of who is away when — pending ones hatched, colleagues outside your visibility shown only as „away“. Settings (admins) holds the types, the yearly entitlements per person, and the workspace holidays, with a generator for the Czech public holidays. Absences never enter the hour or money totals; they do count against capacity in Workload.
Timesheet approvals
Company workspaces can switch on approvals in Settings → General, per week (Monday to Sunday) or per calendar month. On the Approvals page, My timesheets lists your periods: Submit one (with a note; not with a timer running, not a future period) and it goes to the lead of your team, or an admin if you have none — admins can approve their own. Until it is decided you can withdraw it.
An approved period is locked: nothing in it can be added, changed or deleted, on the web, in the desktop app or through the API. A submitted one blocks you but not an admin. The calendar hatches submitted days and locks approved ones, the day list shows a padlock, and an attempt to edit explains why, with a link here. If a timesheet comes back returned, it carries a note and possibly comments on individual entries — fix those, mark them Fixed (or they close on their own when you edit the entry) and submit again. Admins can unlock an approved period with a note; it is audited.
Approvers get To approve — the queue with a chart per day and a breakdown per project, approve or return, several at once — and admins an Overview grid of people against status, with „Remind the unsubmitted“ and unlocking. Reminders go out by e-mail and push: to you on the first day after a period ends if you have entries and have not submitted, to approvers after two days of waiting.