> ## Documentation Index
> Fetch the complete documentation index at: https://docs.fieldtime.gaitools.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Managing Employees and Access in FieldTime Admin
> Admins can view the full employee directory, manage roles and employment types, and configure new-hire auto-assignments in FieldTime.
The Employees page is your central hub for viewing every person in your organization, managing their FieldTime roles, controlling login access, and configuring the projects that new hires receive automatically. Employee records originate in Deltek Vantagepoint and sync into FieldTime — a small number of fields are yours to configure directly.
Employee records are sourced from Deltek Vantagepoint. Adding or deactivating employees is done in Vantagepoint.
## Employee directory
Navigate to **Employees** in the sidebar to see your full employee roster, displayed 25 per page.
Type a name, employee ID, email address, or job title into the search box and press **Search** to filter the list. Click **Clear** to reset all active filters at once.
Use the **Organization** dropdown to narrow the list to employees belonging to a specific org. All organizations from Vantagepoint appear here automatically.
Use the **Status** dropdown to show only **Active**, **Inactive**, or **Terminated** employees. Status values reflect what Vantagepoint holds for each record.
Open the **Title** multi-select to check one or more job titles. The filter label updates to summarize your selection (e.g., "3 titles"). Use **Clear title filters** inside the dropdown to reset it.
You can also toggle **Locked accounts only** to surface employees whose FieldTime login is currently locked, which is useful after investigating a security event.
## Employee details
Each row in the directory shows:
| Field | Description |
| --------------- | ---------------------------------------------------------------------------- |
| **Name** | Last name, first name as sourced from Vantagepoint |
| **Employee ID** | Vantagepoint employee ID |
| **Email** | Email address on file in Vantagepoint |
| **Title** | Job title from Vantagepoint |
| **Org** | Organizational unit from Vantagepoint |
| **Status** | Active, Inactive, or Terminated |
| **Role** | FieldTime role (see below) |
| **Auth User** | Whether a FieldTime login account exists and whether it is currently enabled |
A mobile app icon appears next to the auth badge when the employee has logged in through the FieldTime mobile app at least once.
## Roles and employment types
### Roles
FieldTime roles control what each user can see and do. You assign roles — Vantagepoint does not manage them.
| Role | Description |
| ------------------- | ---------------------------------------------------------- |
| **Employee** | Can submit their own time entries |
| **Supervisor** | Can review and approve timesheets for their direct reports |
| **Project Manager** | Can approve timesheets at the project level |
| **Admin** | Full access to all FieldTime configuration and data |
| **Payroll** | Read access to payroll reports and time data |
### Employment type and time-tracking method
Employment type determines how an employee records time:
* **Non-Exempt** employees use the **Punch Clock** — they tap in and out, and FieldTime calculates hours automatically.
* **Exempt** employees use **Manual Entry** — they type the number of hours worked each day.
Employment type is configured in FieldTime and is not sourced from Vantagepoint.
## Managing roles
### Changing a single employee's role
Search or scroll to find the employee in the directory.
In the **Role** column, click the dropdown for that employee row.
Choose the desired role. The change saves immediately. You cannot change your own role from this page.
### Changing roles in bulk
Check the box next to each employee you want to update. Use the header checkbox to select everyone on the current page.
In the **Bulk role** dropdown above the table, select the role to assign.
Click **Apply to selected**. FieldTime updates all selected employees to the chosen role at once.
### Auto-assigning roles from Vantagepoint
Click **Auto Assign Roles** to let FieldTime read Vantagepoint project manager and supervisor relationships and automatically assign the corresponding FieldTime roles. The confirmation toast shows how many Project Manager and Supervisor roles were updated.
## Synced vs. manually managed fields
| Field | Source | Editable in FieldTime |
| ----------------------- | ------------ | --------------------- |
| Name, email, title, org | Vantagepoint | No |
| Employee ID | Vantagepoint | No |
| Vantagepoint status | Vantagepoint | No |
| Role | FieldTime | Yes |
| Employment type | FieldTime | Yes |
Changes made in Vantagepoint sync into FieldTime automatically according to your configured sync schedule. FieldTime-managed fields (role and employment type) are never overwritten by a sync.
## Login access
### Inviting employees to FieldTime
Before an employee can log in, you must create a FieldTime auth account for them.
Check one or more employees who do not yet have a **Login enabled** badge.
Click **Send invites**. A confirmation modal appears showing the count of employees who will receive accounts.
Leave **Send welcome email notification with a password reset link** checked to email each new user a link to set their password. Uncheck it to create accounts silently.
Click **Send invites**. The directory refreshes with updated auth badges. The toast message details how many accounts were created, how many emails were sent, and whether any were skipped.
### Locking and unlocking logins
Click the lock icon in an employee's row to toggle their login lock. A filled amber lock means the account is currently locked and the employee cannot sign in. Unlocking restores access immediately.
### Sending a password reset email
Click the envelope icon to send a password-reset email to the employee. This requires a valid email address on the employee's record. The toast confirms the address the email was sent to.
### Setting a temporary password
Click the key icon to set a temporary password directly. The employee must change it at their next sign-in. The action is logged in the audit trail with your name as the actor. Passwords must be at least 8 characters.
## New Employee Auto-Assignments
When Vantagepoint syncs a new employee into FieldTime, you can have that employee automatically assigned to a default set of projects. Navigate to **Admin → Auto-Assignments** to configure this.
### How it works
The **New Employee Auto-Assignments** panel shows two sections:
* **Configured Projects** — projects that are currently in the auto-assignment list. Every new employee synced from Vantagepoint will be assigned to these projects immediately.
* **Add Active Projects** — search your synced projects and add them to the configured list.
### Adding projects to the auto-assignment list
Type a project code, name, or client in the search box and click **Search**.
Check the projects you want to include, or click **Select All** to select everything in the results.
Click **Add Selected**. The projects move to the **Configured Projects** panel.
### Removing projects from the auto-assignment list
Select one or more rows in the **Configured Projects** table, then click **Remove Selected**. This removes the projects from the default list only — it does not remove existing assignments that were already created.
### Backfilling existing employees
Click **Check Existing Employees** to apply the current auto-assignment list to employees who were synced before the list was configured. FieldTime checks every employee and creates any missing assignments. The toast message shows how many employees were checked and how many assignments were created.
## Spot Check Edits
Navigate to **Admin → Spot-Check** to review time entries that have been edited after an employee's first submission. This view is designed for weekly compliance sweeps.
Entries are grouped by employee, sorted by the number of edits descending, so repeat editors surface at the top. Each row shows the date, project, times or hours, and any pending flags:
| Flag | Meaning |
| ------------------- | ----------------------------------------------------------------------------------------------- |
| **ack pending** | An admin made a change that the employee has not yet acknowledged |
| **co-sign pending** | An hour reduction requires a supervisor or admin co-signature before the employee can re-submit |
| **added** | An entry was added after the original submission |
| **delete** | The entry is pending deletion |
| **by admin** | An admin entered this record on the employee's behalf |
To co-sign a pending hour reduction, click **Co-sign reduction**, enter your comment, and confirm. The employee must still re-attest to the timesheet before it can be submitted. Your co-signature becomes part of the immutable audit record.
Use the **Start** and **End** date pickers to narrow the review window. Results are capped at 500 entries — narrow the date range if you hit the cap.