Managing Users
Users in awork are always tied to accounts. That's why you can't simply create them. Instead, you need to send invitations via email to unique and existing email addresses.
The Users Overview
- Navigate to Settings (gear icon in the bottom left of the main menu).
- Select Users
You can use the filter icon to filter by various criteria.
Using the action button (three dots) next to a user, you can edit, deactivate, or delete that user.
With the additional icons in the top right, you can export users and select which columns you want to see, just like in other lists in awork.
Adding/Inviting New Users
You can invite new users to your workspace anytime using the + Add button. To invite a new user, you need admin permissions and must have enough licenses in your plan. If you don't, you'll see a notification letting you know. The window will also show you how many more users you can invite. During your free 14-day trial, you can invite as many users as you want.
There's a detailed explanation about inviting users and what to watch out for. Learn more about adding or removing user licenses.
Deactivating Users
You can deactivate or reactivate a user using the action button in each row of the users overview or in the top right of the user details.
When users are deactivated, they remain assigned to existing projects and tasks.
To completely remove users from these assignments, you'll need to manually remove them from the projects and tasks they're currently assigned to. Once deactivated users have been removed, they can't be assigned to any projects or tasks anymore.
Deleting Users
You can also permanently delete users from the action menu.
Important: Deleting users is permanent and cannot be undone.
Deleting users can result in data loss. If you're unsure, you should deactivate users instead of deleting them.
When users are deleted, they're automatically removed from all projects and tasks they were assigned to.
Important: Deactivating or deleting users in the Users module doesn't automatically reduce your purchased number of licenses. To reduce licenses, you'll need to adjust your plan.
User Details
Click on a user in the overview to go to their user details. Here you can view and edit their contact information.
Viewing a User's Projects
Go to the Projects tab to see an overview of all projects the user is a member of.
You can switch between list view and timeline view here.
You can also use the icons in the top right to search for projects, group them, filter them, set which columns to display, and export the projects.
Viewing All Time Entries and Absences for a User
Go to the Time tab to see an overview of all time entries the user has recorded.
Recording Time
Click the + Time button to open the time recording window. You can record a time entry directly, and the corresponding user is already pre-selected, provided you have the appropriate permissions to record time for other users (write access to project times).
Summary at a Glance
Above the list of time entries, you'll see a summary of recorded time and absences. If you haven't selected a specific time period, you'll see all recorded time and absences for the user here.
- Total recorded time: broken down into billable and non-billable
- Ready to bill: broken down into time to be billed and billed time; using the + Invoice button, you can jump directly to the time report and create an invoice (provided you've set up one of our invoicing tool integrations). The current month is automatically selected in the time report, but you can adjust it.
- Absences: the sum of absent days in the time period; select Show to see the list of absences (type, time period, number of days)
Note: You'll only see absences after selecting a time period.
Bar Chart
The bar chart gives users a better overview of how tracked time is distributed across different criteria. Hovering your mouse over the bars shows more information about the times, depending on which grouping you've selected.
You can also select the displayed time frame here, such as day, week, month, quarter, year, or all time.
The following criteria can be grouped:
- Activities
- Billability
- Project
FAQ
What happens to recorded time when a user is deleted?
When users are deleted, the recorded time from those deleted users remains. The recorded times are then displayed without being assigned to any user.
Are there dummy users in awork?
No, there are no dummy users in awork, meaning users that can be managed in awork but don't have an account.
You could theoretically do this by using your own unused email addresses, but the users still need to be purchased.
What's the difference between a user and an external user?
An external user has fewer rights and functions in awork but can be added for free. External users via awork Connect can participate in projects, making it ideal for freelancers or clients.
Learn more about external users in awork.
How can I edit my own user profile?
You have two options for editing your own user profile:
- Go to Users in Settings, scroll to your name, click the action button next to your name, and select Edit.
- Click your profile picture in the bottom left of the main menu (or your initials), select Account Settings, and click the Edit User button below your user image.
If you don't have enough permissions to view the users overview, just use the second method.
Why is my account email address different from the one in my user details?
Your account email address is the email you use to log into awork. Only you can edit this through your account. You can be in multiple awork workspaces with the same account. In different workspaces, you have different users and can freely choose what information to display, such as your picture, name, position, and contact information within that workspace.
Your user within an awork workspace can be edited by other users (if permissions allow), for example to add your contact information. This shouldn't affect your account and login. You'll receive your awork notifications at the email address listed there.
That's why the email addresses can be different.
What's the difference between deactivating and deleting users?
Deactivated users remain assigned to existing projects and tasks until you manually remove them. Deleted users are automatically removed from all assigned projects and tasks.
Which option is recommended: should I deactivate or delete users?
If you want to keep existing data and avoid accidental data loss, you should deactivate users. Deletion is permanent and should only be used when you're sure you want the user data and access completely removed.
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