Inviting Your Team
Invite managers, supervisors, and other staff to help manage your TempClock account.
Before You Start
Have these details ready for each person you want to invite.
Before you start
- A TempClock account with Admin access (the account creator is automatically an Admin)
- The email address of each person you want to invite
- Their full name
- An idea of what level of access they need (see Roles below)
Only Admin users can invite new team members. If you are a Manager or Viewer, ask your Admin to add new users.
Understanding Roles
TempClock has three roles, each with a different level of access.
Every user you invite gets assigned a role. The role controls what they can see and do in the manage portal. Here is what each role can do:
Full control over everything — billing, users, settings, data. Only give this to people who need to manage the account itself.
Can handle day-to-day operations — workers, timesheets, shifts, and reports. Cannot change billing or add users.
Can see everything but cannot change anything. Perfect for people who just need to check reports or monitor activity.
You can change someone's role at any time. If you are unsure, start with Viewer and upgrade later if they need more access.
Log in to the manage portal
Go to tempclock.co.uk/manage and sign in with your Admin account.
Open More > Settings
Click More in the left-hand sidebar, then click Settings.
Click Users
In the Settings menu, click Users. You will see a list of everyone who currently has access to the manage portal, starting with your own account.
Adding a New User
Invite someone to the manage portal step by step.
Click Add User
On the Users page, click the + Add User button in the top-right corner. This opens the invitation form.
Enter their email address
Type the email address of the person you want to invite. This will be their login email, and it is where they will receive their invitation link.
Enter their full name
Type their first name and surname. This is how they will appear in the system — on activity logs, when viewing who approved a timesheet, and so on.
Choose their role
Select the role from the dropdown: Admin, Manager, or Viewer. See the section above if you are not sure which to choose.
Click Send Invitation
Click Send Invitation. TempClock will immediately send an email to the person with a link to set up their account.
What Happens Next
How the invited person gets access.
After you click Send Invitation, here is what happens for the person you invited:
They receive an email
TempClock sends an email to the address you entered with the subject line "You have been invited to TempClock". The email contains a secure login link.
They click the login link
The link takes them to a page where they set their password. They enter their chosen password and click Create Account.
They can now log in
From that point on, they can log in at tempclock.co.uk/manage using their email and the password they created. They will see the portal with access matching their assigned role.
The invitation link expires after 7 days. If someone misses it, you can resend the invitation from Settings > Users by clicking the Resend button next to their name.
Who Gets Which Role?
Practical advice on assigning the right role to each person.
Not sure which role to give someone? Here are some common scenarios:
Admin — They handle billing, manage the account, and need full access to everything. If they run the day-to-day operations of your agency, they need Admin.
Manager — They oversee workers at a location, approve timesheets, and manage shifts. They do not need access to billing or user management.
Viewer — They need to view timesheets and download payroll exports, but should not be editing worker records or approving hours.
Admin — They want oversight of everything and may need to manage billing. Admin gives them complete visibility and control.
Viewer — If you give a client access to review their own timesheets and reports, Viewer ensures they cannot change anything.
Manager — They need to add and manage workers, assign them to locations, and check availability, but do not need billing access.
When in doubt, start with Viewer. It is much safer to upgrade someone's access later than to give them too much access from the start. You can change roles at any time from the Users page.
Managing Existing Users
Editing roles, resending invitations, and removing access.
After you have added users, you can manage them from the Users page at any time:
Click the user's name, then use the role dropdown to change their access level. The change takes effect immediately.
If someone did not receive or missed the invitation email, click Resend next to their name. A fresh login link will be sent.
Click the user's name, then click Remove User. They will immediately lose access to the portal. This does not delete any data they created.
Click a user's name to see their recent activity — what they logged in, changed, approved, or exported.
Removing a user does not delete timesheets they approved or changes they made. Everything is logged. You are simply revoking their future access to the portal.
Need to give your end clients read-only access to timesheets? Head to More > Settings > Portal Users to create portal logins. Portal users are separate from your internal team — they log in through a different URL and can only see data related to their own client account. See the Creating Portal Users guide for details.
What's Next?
You have completed the Getting Started guides. Here is where to go from here.
Congratulations — you have set up your TempClock account, added a location, registered your workers, configured a kiosk, and invited your team. You are fully up and running.
Here are some suggested next steps as you start using TempClock day to day:
Bookmark the Support Centre for quick access to all guides. If you get stuck, our support team is always happy to help.
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