A user is defined as anyone who can access the software using their dedicated login, which is their email address. Users can have the following roles within the software:
- Global Admin
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Admin
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Manager
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Team Member
- Guest
- Custom roles (some editions)
If you assign a user a role, they'll be a licensed user. Many customers ask how many admins, managers and team members they can have as part of their account.
Every dedicated login counts as a licensed user so you can have any combination of admin, managers, team members, etc as part of your account.
Resource Roles or "None" Roles
If you are using planning features heavily, you may want to track non-human resources. A resource role is an unlicensed user who can be used to represent a non-human resource that must be tracked.
An example of this is a conference room or a piece of construction equipment. In our software, you can resource plan using "none" roles. "None" roles can't log in to the software and don't require a license.
You can add "none" roles to the software from the invite people button or global add button. You will want to fill out a name for the resource, but you won’t be required to add an email address because they can't log in to the software.
You will see "none" roles on the team page and the manage users page as well. You can always switch a "none" role to a paid user by entering an e-mail address and selecting another role than "none."
User Status FAQs
Q: If you make a user inactive, do they lose access to previously entered estimate/actual hours?
A: Their data will remain on the software, however, they will no longer show up as an option under "people" for the timesheet report.
Q: Can I still pull a timesheet report for inactive users?
A: Yes, a user can still pull this report to show their logged hours or simply reactivate the record to populate the timesheet report again.