Overview of the Members page

The Members page is where admins see everyone in the workspace and manage their roles, rates, working hours, time off and custom fields. You can do this one member at a time or for many members at once.

Opening the Members page

Open Members in the sidebar, under Manage. The page has two tabs:

• People: everyone in the workspace, with their role, rates, availability and custom fields. Most of this guide is about this tab.
• Teams: the workspace’s teams. Click New Team to create one. See Overview of the Teams pageOverview of the Teams page

You only see the tabs your role allows. For what each role can do, see User roles in Toggl.

What the People tab shows

Each row is one member. The columns are listed below. Some are hidden by default, and some appear only if your role or plan includes them.

Choose your columns: click the column picker at the right end of the table header to show or hide columns. Use Reset to default to go back to the standard layout. Your choice is saved in your browser.

Member status:

• Invited: members who haven’t accepted their invitation show an invite icon and a greyed-out name.
• Inactive: deactivated members appear faded. You can’t change their role until they’re reactivated.

Searching and filtering

Use Search members… to find people by name. Use the filters to narrow the list:

• Role
• Team: shows anyone in at least one of the selected teams.
• Status: Active, Inactive or Invited.
• Member custom fields: Premium and Enterprise. Checkbox fields can’t be used as filters.

The Filters button shows how many filters are active. Reset clears them all. Filters and search are saved in the page URL, so you can bookmark or share a filtered list.

For more detail, see Filtering members and managing teams on the Members page.

Managing a single member

Edit in the list

You can change some details directly in the table:

• Role: pick a new role from the Role cell. You can’t change the organization owner’s role. If the change removes someone’s admin access, you’re asked to confirm.
• Rate and Cost: click the cell to set a rate quickly, or open More rate settings / More cost settings for the full rate history.
• Teams, Time off and custom fields: click the cell.

The member actions menu (⋯)

Organization Owners and Admins can open the ⋯ menu at the end of a row:

• Edit: opens the member’s details page.
• Deactivate / Activate: turns a joined member’s access off or back on, without removing them.
• Resend invitation: emails a pending invitation again.
• Delete / Revoke invitation: removes the member from the organization.

⚠️ Deleting a member can’t be undone. It removes them from the organization in every Toggl product they use, including Toggl Track. If you only want to stop their access, deactivate them instead. To find out what happens to the seat you pay for, see Understanding licenses in Toggl 2.0.

The member details page

Click a member’s name, or choose Edit, to open their details page. It has a Details tab and a Time off tab, and brings everything about that member together:

• Member details: name and email.
• Access and collaboration: organization access, their role in Toggl, and the projects, tasks and teams they belong to.
• Billable rates and Labor costs: current, past and scheduled rates. See Billable rates and Labor cost.
• Project overrides: projects where the member’s rate or cost differs from the defaults.
• Working hours: weekly total and per-day schedule. See Availability settings.
• Custom fields: the member’s custom field values. See Member-level custom fields.
• Time off: scheduled time off, with Add time off. With Time Off Pro, the Time off tab also shows the member’s balances. See Time Off Pro.

Inviting members

Organization Owners and Admins can click Invite members at the top of the People tab and enter email addresses. Invited members appear in the list with an invite icon until they join.

To invite many people at once, or to import members from a spreadsheet, use the Admin Console.

Bulk actions

To update many members at once, tick the checkbox on each row you want. To select every member on the current page, use the checkbox in the header. Your selection is kept when you move between pages. Changing a filter or the search clears it. For step-by-step detail on each action, see Bulk actions on the Members page.

The actions are Send invites, Set role, Set billable rate, Set cost rate, Set custom field and Set working hours.

Deactivating and deleting members can’t be done in bulk. Use the ⋯ menu on each row, or the bulk tools in the Admin Console.

Who can use the Members page

• Opening the page: the People and Teams tabs only appear for roles that can manage workspace members or teams.
• Organization Owners and Admins can invite members, change roles, use the ⋯ menu and use bulk actions.
• Some columns and actions only appear if your role can view or manage them. This applies to Rate, Cost, Time off and member custom fields. For example, managers can see member custom field values but can’t change them.

See User roles in Toggl for the full breakdown.

Plan availability

• Member and workspace billable rates: Starter and above.
• Labor cost and member custom fields: Premium and Enterprise.
• Time off approvals, balances and types: need the Time Off Pro add-on.
• Per-day working hours: Starter and above. On the Free plan, you can set only a weekly total.