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Team Management

Manage users, permissions, and team settings in PraxisMS.

Permission Required

Administrator Team management features are only available to Administrators and Billing Administrators.

On This Page

Team Overview

The Team page shows all users who have access to your company in PraxisMS.

praxisms.ca/team
Screenshot: Team Management Page

What You'll See

  • List of all users with access to your company
  • Each user's permission level
  • Employment status (Employed, On Leave, Former)
  • Last login date
  • Quick actions (edit, view time card)

Permission Levels

PraxisMS uses three permission levels to control what users can access. Permissions are specific to each company—a user can have different permissions in different companies.

Level Description Capabilities
Employee Standard user
  • Track their own time
  • View their own time card
  • Manage personal task lists
  • Edit their profile
Supervisor Employee access plus reports
  • Everything employees can do
  • View operational reports (payroll, productivity, job costing, burnout)
  • View active timers
  • No access to HR data, company settings, or time approvals
Administrator Full access except billing
  • Everything supervisors can do
  • View HR summary report (including wages)
  • Approve/reject time entries
  • Manage team members
  • Manage jobs and quick tasks
  • Configure company settings
Billing Admin Full access including billing
  • Everything administrators can do
  • View and update billing information
  • Enable/disable paid features
  • Manage API access
  • Delete the company account
Permission Hierarchy

Employee < Supervisor < Administrator < Billing Administrator. Each level includes all capabilities of the levels below it.

Choosing the Right Permission Level

  • Employee: Use for most staff who only need to track their own time
  • Supervisor: Use for team leads who need to view reports but should not access HR wage data or company settings
  • Administrator: Use for managers or HR staff who need full management access including HR data
  • Billing Administrator: Use sparingly—typically only company owners or finance leads
Security Best Practice

Limit the number of Billing Administrators. This permission level can access sensitive financial data and make changes that affect your subscription.

Inviting Users

Add new team members by sending them an email invitation.

How to Invite a User

  1. Go to Team in the sidebar
  2. Click the Invite User button
  3. Enter the user's email address
  4. Select a permission level
  5. Click Send Invitation
praxisms.ca/team
Screenshot: Invite User Form

What Happens Next

  1. The user receives an email invitation
  2. They click the link to accept the invitation
  3. If they're new to PraxisMS, they create an account
  4. If they already have an account, they're added to your company
  5. They appear in your Team list with "Pending" status until they accept
Tip

Invitations expire after 7 days. If the user doesn't accept in time, you can resend the invitation from the Team page.

Resending an Invitation

If a user didn't receive the invitation or it expired:

  1. Find the user in the Team list (they'll show as "Pending")
  2. Click the Resend button
  3. A new invitation email is sent

Editing User Permissions

Change a user's permission level or update their information.

Changing Permission Level

  1. Go to Team
  2. Find the user and click Edit
  3. Select a new Permission Level
  4. Click Save
Important

You cannot change the permissions of a user with a higher permission level than yourself. Only Billing Administrators can change other Billing Administrators.

Changing Your Own Permissions

You cannot lower your own permission level. This prevents accidentally locking yourself out. To change your own permissions, ask another Administrator or Billing Administrator to make the change.

Employee HR Data

Store essential HR information for each employee, including job title, wage rate, and employment status.

Accessing HR Data

  1. Go to Team
  2. Click on an employee's name or the HR button
  3. View or edit their HR information

Available HR Fields

Field Description
Job Title The employee's position or role
Hourly Wage Used for job costing calculations. Not visible to employees.
Hire Date When the employee started
Employment Status Employed, On Leave, Laid Off, or Former
Admin Notes Private notes only visible to administrators

Employment Status

Status affects whether a user can log in and track time:

  • Employed: Full access to track time and use PraxisMS
  • On Leave: Can still log in but appears as "on leave" in reports
  • Laid Off: Temporary separation, can be reactivated
  • Former: No longer with the company, cannot log in
Data Privacy

HR data like wage rates and admin notes are only visible to Administrators and Billing Administrators. Employees cannot see this information.

Approving Time Entries

Review and approve time entries before processing payroll.

Accessing Approvals

  1. Go to Time Cards (administrator view)
  2. Select an employee or view all pending entries
  3. Review entries marked as "Pending"
praxisms.ca/timecards
Screenshot: Time Entry Approval Interface

Approving an Entry

  1. Review the entry details (times, notes, job)
  2. Click the Approve button (checkmark)
  3. The entry is marked as approved

Rejecting an Entry

  1. Click the Reject button (X)
  2. Enter a rejection reason
  3. Click Submit
  4. The employee is notified and can edit and resubmit

Bulk Approvals

Approve multiple entries at once:

  1. Select entries using the checkboxes
  2. Click Approve Selected
  3. All selected entries are approved
Approval Workflow Tip

Set a regular schedule for approvals (e.g., end of each day or week) to keep payroll processing smooth.

Viewing Active Timers

See who's currently clocked in and working.

Accessing Active Timers

  1. Go to Team or Dashboard (admin view)
  2. Look for the Active Timers widget or section
  3. See all employees with running timers

What You'll See

  • Employee name
  • Current timer duration
  • Quick Task they're working on
  • Job (if assigned)
  • Timer start time
Note

Active timers update in real-time. You can see exactly how long each person has been working.

Terminating Access

When an employee leaves, you can revoke their access while preserving their historical data.

How to Terminate Access

  1. Go to Team
  2. Find the employee and click Edit
  3. Change Employment Status to "Former"
  4. Click Save

What Happens

  • The user can no longer log in to your company
  • Any active timers are stopped
  • All historical time entries are preserved
  • The user still appears in reports for past time periods
  • The user's access to other companies (if any) is unaffected
Cannot Be Undone Easily

While you can reactivate a former employee by changing their status back to "Employed," be careful when terminating access. Make sure any pending time entries are resolved first.

Deleting a User Entirely

In most cases, you should set status to "Former" rather than deleting. Deleting a user removes them from your team but doesn't delete their historical data. To fully remove all data, contact support.

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