Home Team Collaboration & Workspaces (Team/Business Plans)

Team Collaboration & Workspaces (Team/Business Plans)

By Lahiru Himesh Madusanka
• 3 articles

Understanding workspaces and switching contexts

Understanding workspaces and switching contexts Workspaces help keep your Timether data organized and separated. A workspace is like a separate area for a person, team, company, or business. Each workspace has its own timers, clients, projects, tags, invoices, activity logs, and settings. This is especially useful if you use Timether for both personal work and team collaboration. What is a workspace? A workspace is the main container for your Timether data. Everything you create or track in Timether belongs to a workspace. This includes: - Timers - Time entries - Clients - Projects - Tags - Invoices - Reports - Logs - Team members - Workspace settings Data from one workspace does not mix with data from another workspace. For example, if you have a personal workspace and a company workspace, the projects and time entries in your personal workspace will stay separate from the company workspace. Why workspaces are useful Workspaces are helpful when you need to manage different areas of work separately. You might use one workspace for your own freelance work and another workspace for your team or company. For example, you may have: - A personal workspace for your own projects - A shared workspace for your agency - A client-specific workspace for a long-term contract - A business workspace for your team Each workspace can have its own clients, projects, reports, and invoices. This helps prevent confusion and makes sure time is tracked in the right place. Workspace data is separated All Timether data is siloed within the selected workspace. This means that when you are working inside one workspace, you will only see the data that belongs to that workspace. For example, if you switch to a team workspace, you will see that team’s projects, clients, tags, timers, invoices, and reports. If you switch back to your personal workspace, you will see your personal data instead. This separation helps protect workspace data and keeps each workspace clean and organized. Belonging to multiple workspaces Your Timether account can belong to more than one workspace. For example, you might have your own personal workspace and also be invited to one or more shared workspaces. Each workspace may have different members, projects, billing settings, and access permissions. When you are invited to a shared workspace, it will become available in your workspace selector. Switching workspaces To switch workspaces: 1. Find the workspace selector in Timether. 2. Click the current workspace name. 3. Choose the workspace you want to open. 4. Timether will update your session to use the selected workspace. After switching, your active workspace context changes. This means the app will now show data from the selected workspace, such as its clients, projects, tags, timers, invoices, and reports. What happens when you switch workspaces? When you switch workspaces, Timether updates your session’s active workspace ID. This active workspace ID tells Timether which workspace you are currently using. After the switch, any new actions you take will happen inside that workspace. For example: - Starting a timer will use the selected workspace. - Creating a project will add it to the selected workspace. - Adding a client will save it inside the selected workspace. - Viewing reports will show data from the selected workspace. - Creating an invoice will use that workspace’s data. This helps make sure your work is always saved in the correct place. Checking your current workspace Before starting a timer, creating a project, or generating an invoice, it is a good idea to check that you are in the correct workspace. This is especially important if you belong to multiple workspaces. The current workspace name is shown in the workspace selector, so you can quickly confirm where you are before tracking or updating anything. Team and business workspaces Shared workspaces are available for collaboration on Team and Business plans. In a shared workspace, multiple users can work together while keeping all time tracking, projects, clients, tags, invoices, and reports in one organized place. This makes it easier for teams to manage work, review time, prepare invoices, and understand productivity across the workspace.

Last updated on May 19, 2026

Inviting members and managing team roles

Inviting members and managing team roles Timether workspaces can be shared with your team so everyone can track time, review work, and collaborate in one place. Workspace owners and managers can invite members by email, assign roles, and manage who has access to the workspace. Inviting a team member To invite a new member: 1. Go to your workspace settings. 2. Open the Members or Team section. 3. Click Invite Member. 4. Enter the person’s email address. 5. Choose their role. 6. Send the invitation. The invited person will receive an email invitation to join the workspace. Invitations expire after 14 days. If the invitation is not accepted within that time, you may need to send a new invitation. Managing active members Once a person accepts the invitation, they become an active member of the workspace. Owners and managers can review active members from the workspace members section. Depending on your permissions, you may be able to: - View current members - Invite new members - Change member roles - Remove members from the workspace - Review pending invitations Member access should be updated when someone changes responsibilities, joins a new team, or no longer needs access to the workspace. Understanding workspace roles Each workspace member has a role. Roles control what a person can see and do inside the workspace. This helps you give the right level of access to each person without giving everyone full control. Timether supports the following roles: - Owner - Manager - Member - Viewer Owner role The Owner has full access to the workspace. The owner can manage workspace data, members, billing, seats, and the subscription. The creator of the workspace becomes the owner automatically. The owner role cannot be changed. This protects the workspace from accidentally losing its main account owner or subscription controller. Owners can typically: - Access all workspace areas - Manage billing and subscription - Manage paid seats - Invite and remove members - Change member roles - Manage clients, projects, and tags - View reports and timesheets - Track and manage time entries Manager role The Manager role is designed for team leads, operations staff, project managers, or trusted team members who need to help manage the workspace. Managers can invite and edit members, manage workspace structure, and update work-related settings. Managers can typically: - Invite new members - Edit member roles, where allowed - Manage projects - Manage clients - Manage tags - View reports and timesheets - Track time - Edit relevant time entries Managers cannot manage billing, paid seats, or the workspace subscription. Member role The Member role is for regular team members who need to track time and work with their own entries. Members can track time, view reports, and modify their own time entries. Members can typically: - Start and save timers - Manually create time entries - Edit their own time entries - View reports - View timesheets This role is suitable for most people who need to log their work but do not need to manage workspace settings or other members. Viewer role The Viewer role is read-only. Viewers can access timesheets and reports, but they cannot create, edit, or delete time entries. Viewers are useful for clients, stakeholders, finance teams, or managers who only need visibility into tracked time. Viewer roles are free and do not consume a paid seat. Viewers can typically: - View timesheets - View reports - Review tracked work - Monitor workspace activity in a read-only way They cannot track time, edit entries, manage projects, invite members, or change workspace settings. Choosing the right role Choose a role based on what the person needs to do. Use Owner for the person responsible for the workspace and subscription. Use Manager for people who need to manage team members, clients, projects, and tags, but should not control billing. Use Member for team members who mainly need to track and manage their own time. Use Viewer for people who only need read-only access to timesheets and reports. Removing access If someone no longer needs access to the workspace, an owner or manager can remove them from the members section. Removing a member stops them from accessing the workspace going forward. Their past time entries and workspace activity remain part of the workspace history, so reports and billing records stay complete.

Last updated on May 19, 2026

Seat entitlements and viewer fallbacks

Seat entitlements and viewer fallbacks Team and Business workspaces use paid seats to control how many people can actively work inside the workspace. A paid seat is needed for users who can create, edit, or manage workspace data. Viewer access is free and does not use a paid seat. What is a paid seat? A paid seat is a workspace slot for a user with write access. Write-access users can track time, edit entries, manage workspace data, or help manage the team depending on their role. The following roles require a paid seat: - Owner - Manager - Member These roles are considered active workspace users because they can create or modify data. Viewer access is free The Viewer role does not require a paid seat. Viewers have read-only access to timesheets and reports. They can review workspace activity, but they cannot track time, edit entries, create projects, manage clients, invite members, or change workspace settings. This makes Viewer access useful for clients, finance teams, stakeholders, or anyone who only needs visibility. What happens when all paid seats are used? If your workspace has reached its paid seat limit, new write-access users cannot be added until more seats are purchased. However, Timether does not block invited users completely. If a new user accepts an invitation after the workspace has already reached its paid seat limit, they will automatically join as a Viewer instead. This means they can still access the workspace in a read-only mode, even if there are no paid seats available. Example Imagine your Team plan has 5 paid seats. You already have: - 1 Owner - 1 Manager - 3 Members That means all 5 paid seats are being used. If another invited user accepts their invitation, Timether will add them as a Viewer because there are no paid seats left. They will be able to view timesheets and reports, but they will not be able to track time or edit workspace data until an additional paid seat is added. Upgrading a Viewer to Member or Manager To upgrade a Viewer to a write-access role, the workspace must have an available paid seat. Workspace owners can buy additional seats from the billing settings page. To add more seats: 1. Go to Workspace Settings. 2. Open Billing or Subscription Settings. 3. Increase the number of paid seats. 4. Confirm the billing change. 5. Return to the members section. 6. Change the Viewer’s role to Member or Manager. Once the role is upgraded, the user will be able to use the permissions included with that role. Who can manage seats? Only the Owner can manage billing, subscription settings, and paid seats. Managers can help invite and manage members, but they cannot purchase additional seats or change the workspace subscription. If a Manager needs to upgrade a Viewer to Member or Manager and there are no seats available, the workspace Owner must first add more paid seats. Why Timether uses viewer fallback The Viewer fallback helps keep invitations flexible. Instead of preventing someone from joining the workspace completely, Timether gives them read-only access when paid seats are full. This allows the person to still review reports, timesheets, and workspace activity while the Owner decides whether to purchase another seat. It also helps teams avoid confusion when invitations are accepted before seat limits are updated. When to add more paid seats You should add more paid seats when a Viewer needs to actively work inside the workspace. For example, add another paid seat if the person needs to: - Track time - Create manual time entries - Edit their own time entries - Manage projects - Manage clients - Manage tags - Invite or manage team members If the person only needs to view reports or timesheets, they can remain as a Viewer without using a paid seat.

Last updated on May 19, 2026