Navigating the employee directory
Go to Admin → Employees to open the directory. The table shows 25 employees per page. Each row displays the employee’s name (with their ID, email, and title shown beneath), organization, Vantagepoint status, role, and login (Auth User) status.Filtering and searching
Use the toolbar at the top of the table to narrow the list:| Filter | What it does |
|---|---|
| Search | Matches employee ID, first name, last name, email, or title (case-insensitive). |
| Organization | Filters to employees in a specific Vantagepoint organization. |
| Status | Filters by Vantagepoint status: Active, Inactive, or Terminated. |
| Title | Multi-select dropdown; choose one or more job titles from the list. |
| Locked accounts only | Toggle on to show only employees whose accounts are currently locked. |
Inviting employees
Employees synced from Vantagepoint do not automatically have a FieldTime login. You must send them an invite to create their account.Select employees
Check the boxes next to the employees you want to invite. Use the header checkbox to select everyone on the current page.
Click Send invites
Click Send invites in the toolbar. A confirmation dialog appears showing how many employees will be invited.
Choose email option
Check Send welcome email notification with a password reset link if you want FieldTime to email each employee a welcome message with a link to set their password. Leave it unchecked to create the accounts silently.
Employees who already have a linked FieldTime account are counted as already linked and are skipped automatically — re-inviting them does not create duplicates or send duplicate emails.
- Not linked — no FieldTime login account exists yet.
- Login enabled — the employee has an active account and can sign in.
- Login locked — the account exists but is currently locked.
Assigning roles
Roles control what each employee can access inside FieldTime. You can change a role for a single employee or apply the same role to many employees at once.Available roles
Employee
Can enter time, view their own timesheets, and submit for approval. The default role assigned to every new employee.
Project Manager
Can approve time entries and timesheets for projects they are assigned to manage.
Supervisor
Can review and approve timesheets for the employees they supervise.
Admin
Full access to all admin features including the Employees, Assignments, and VP Sync pages.
Payroll
Can access payroll-level approval and export functions for finalized timesheets.
Changing a single employee’s role
In the Role column, open the dropdown for the employee you want to update and select the new role. The change saves immediately.You cannot change your own role from the Employees page. Ask another admin to change it if needed.
Bulk role assignment
Choose the target role
Open the Bulk role dropdown in the toolbar and select the role you want to apply.
Auto Assign Roles from Vantagepoint
The Auto Assign Roles button automatically promotes employees to Project Manager or Supervisor based on data that was synced from Vantagepoint:- Employees listed as a project manager in VP are promoted to the Project Manager role.
- Employees listed as a supervisor in VP are promoted to the Supervisor role.
- Employees with the Admin role are never demoted by auto-assign.
Employment type: Exempt vs Non-Exempt
Each employee has an Employment Type that determines which time-tracking workflow they follow:| Type | Time-tracking behavior |
|---|---|
| NON_EXEMPT | Uses punch-based time entry (clock in / clock out with meal breaks). Notifications are personalized to their typical shift pattern. |
| EXEMPT | Uses manual time entry by date. Receives a daily reminder to enter time and a Monday reminder to submit the prior week’s timesheet. |
Login lock and account lockout
FieldTime locks an account after repeated failed sign-in attempts. A locked account cannot sign in until it is unlocked.Identifying locked accounts
- The Auth User badge shows Login locked (amber) for employees with a currently active lock.
- Toggle the Locked accounts only filter in the toolbar to see only locked employees.
Unlocking an account
Click the lock icon (🔒) in the employee’s action buttons. If the account is locked, the icon appears filled/amber; click it to unlock. A confirmation toast appears when the lock is cleared.Locking an account manually
Click the same lock icon for an employee whose account is currently unlocked to manually lock their account. This is useful when an employee leaves and you need to prevent access immediately, before their VP status is updated.Setting a temporary password
If an employee is locked out and cannot receive a password-reset email, you can set a temporary password on their behalf:Open the temporary password dialog
Click the key icon (🔑) in the employee’s action column. This button is only active for employees who already have a FieldTime login account.
Enter a temporary password
Type a password of at least 8 characters. This action is recorded in the audit trail under your account.
Viewing an employee’s assigned projects
Click the briefcase icon (💼) in any employee’s action column to open a quick view of all the FieldTime projects they are currently assigned to. Click any project in the list to navigate directly to that project’s Assignment Detail page.New-employee auto-assignment
You can configure a list of projects that every new employee is automatically assigned to when they are first synced from Vantagepoint. Go to Admin → Auto Assignments to manage this list. See the Projects & Assignments page for more detail.