The order that actually matters — six steps to get from a brand-new sign-up to a team that's logging real hours and moving them through approval.
← Back to the full Help guideEvery organization ends up here eventually, but doing it out of order usually means backtracking — inviting people before the chain they'll route through exists, for instance. Follow the spine top to bottom; the two dashed branches are optional and only apply if you need them.
Sign up once, as the Owner. This creates your organization, your own account, and a starting Supervisor → Office Manager → Manager → Finance approval chain automatically — nothing else to set up yet.
Set up Locations before inviting anyone. Each person gets a default location so most people never have to pick one when logging time.
Keep the default four stages, or reorder, add, and remove to match how sign-off actually works at your organization. This decides who approves what, and in what order — get it roughly right before you start inviting people into it.
If, say, Maintenance and Service each have their own supervisors and shouldn't share one chain, create Departments here — each gets its own fully independent chain. Skip this entirely if one shared chain covers everyone.
Add each person with their name, email, and role — and a department, if you created one for them. They get an email to set their own password; you never choose one for them.
Before going live, make sure no stage — in the main chain or any department's — shows a "no one currently holds this role" warning. A timesheet that reaches an unstaffed stage just sits there until someone notices, so it's worth a last look.
Everyone logs time as they work, same as any other week from here on. At the end of each week, timesheets submit themselves automatically and start moving through the chain — there's no separate "submit" button to remember.
Not part of the required order above — set these up any time, or skip them entirely if they don't apply.
For planned, multi-week work you want to track separately from routine hours — schedules, estimates, and a Kanban board.
Check your active-user limit as your team grows, and upgrade from Settings if you need more room.
Set how long closed timesheets stay visible before they're auto-archived — never deleted, just hidden from the default view.
Each person controls their own email frequency — immediate, a daily digest, weekly, or off — from Manage Team.