8. Managing your team (Admin, Super Admin)
Who: Admins and Super Admins. Go to: sidebar → People. On a phone it's in the bottom bar.
People has two tabs: Members and Invitations (invitations not accepted yet). Invite and Tags are at the top right.
Members shows one line per person: name and email, role, team (with teams on), tags, approver and Last seen (when they last used any Vaultime app; Never if they haven't yet). Click a person to open their panel beside the list; on a phone it opens as its own page. For a quick change, ⋮ on their line has the same actions (change role, approver or team, edit tags or fields, clock in, reset 2FA or kiosk PIN, remove). The panel has everything about them in one place:
- Work: role, approver, Team (with teams on) and, when Clock in is on, Records hours by: Clocking in, Typing them, or the default for their role.
- Tags: their tags, with Edit. With teams on, teams aren't listed as tags: they're under Work → Team, and Admins can move people only in and out of the teams they lead.
- Fields: their custom field values, with Edit.
- Sign-in and devices: two-step sign-in (Super Admins), Reset 2FA, Reset PIN, and the apps and versions they use.
- Remove from workspace, at the bottom.
On a computer, ↑ and ↓ move to the next or previous person and Esc closes the panel.
Finding people: search by name, email or any field value (an Employee ID). Filter by Role, Tags, Team (with teams on) or Site (a site's Who can clock in list). On a phone they're all under Filters.
Group by None, Role, Tag, Team or Approver. Grouping by approver shows who reviews whose time, with Unassigned first.
Needs attention shows how many people need something, and each person's line says why:
- No approver: an Employee with no approver, once you use approvers (Super Admins).
- No Employee ID (or 2 fields missing): a field marked Ask when inviting is empty.
- Never opened the app: they joined but haven't signed in on any Vaultime app (Not seen in 90 days for someone who has, but not lately).
- 2FA off: an Admin without two-step sign-in, when the workspace asks for it (Super Admins).
- Not in a team: with teams on, someone in no team and with no approver (Super Admins).
Tap Needs attention to see only them. Their panel says what's wrong, often with a button to fix it (Choose an approver, Fill in a field).
Changing several people at once: tick people (on a phone, press and hold a person to start), or use the box at the top for everyone shown, or Select all on a group. A bar appears at the bottom: Add tag, Remove tag and, for Super Admins, Set approver.
Example: Priya opens People and sees Needs attention 3. She taps it: Sam has No approver, Ben has No Employee ID, and Ana Never opened the app. She opens Sam, taps Choose and picks Tom; opens Ben, taps Fill in and adds his ID; and texts Ana a reminder to sign in.