> ## Documentation Index
> Fetch the complete documentation index at: https://beebole.com/llms.txt
> Use this file to discover all available pages before exploring further.
# People: add, invite, and manage your team
> Add, invite, and manage your team members in Beebole. Configure profiles, assign roles, and set up schedules and rates for each person.
In Beebole, **People** represents every user or team member in your account — anyone who tracks time, manages projects, or views reports. Each person has a profile that combines their user account with configuration data like rates, schedules, and permissions.
Every person is assigned a role that determines what they can see and do. Beebole includes default roles (Admin, Employee, Manager), and you can create custom roles to match your organization's structure. See [Roles & permissions](/help/documentation/roles-authorisations).
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## Adding your team
Click **People** in the left sidebar.
Click the **+** button (**Add person**). Enter the person's **Name**, **Email**, and **Role**.
To add a large team at once, use the **Or add multiple entries** area of the same panel. Copy rows from a spreadsheet — one person per line: name, then **Tab**, then email — click **Paste**, review the entries, and click **Add them all**.
Click **Add person**. The person's profile is now created in your account.
Adding a person and inviting them are two separate actions. A person's profile exists as soon as you save it, but they cannot log in until you send an invitation.
If your subscription has no available seats, Beebole creates the new person as archived automatically. You see a warning message confirming this. Unarchive them once you have a free seat, or upgrade your plan first.
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## Sending invitations
Click the person's name in the People list.
Click **Invite by email**. Beebole emails a secure invitation link so they can access their account — no password to set, as sign-in works with one-time email codes or a passkey.
The profile shows an **Invitation pending** status until the person completes their sign-up.
You can resend invitations at any time from the person's profile if they missed the initial email.
### Bulk invitation
To invite several people at once, select multiple people from the list using the checkboxes, then choose **Invite** from the bulk actions menu. Beebole sends invitation emails to all selected people in a single operation. This is useful when onboarding a new team or following an import.
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## Configuring person profiles
Click a person's name to access their profile settings:
* **Manages** — See who this person is **Managed by**, plus the team members, projects, tasks, and tags they manage.
* **Tags** — Organize people into departments, teams, or locations. See [Tags](/help/documentation/tags).
* **Custom fields** — Add metadata like "Employee ID", "Office Location", or "Department". See [Custom fields](/help/documentation/custom-fields).
* **Localization** — Set individual timezone and date format preferences.
### Role assignment
Each person is assigned a role that controls what they can see and do in Beebole. You set the role when creating a person, but you can change it at any time. Open the person's profile, go to the **Email & role** panel, and pick a new role from the **Choose a role** selector. The change takes effect immediately — the person's next page load reflects their updated permissions. See [Roles & permissions](/help/documentation/roles-authorisations) for details on what each role can access.
### Schedule assignment
Work schedules define a person's standard working hours and days. To assign a schedule, open the person's profile and click **Work schedule**, then select an existing schedule type from the menu. Optionally set a start date so historic data is not affected. Schedules on a person override any schedule inherited from their tags or the organization default. See [Work schedules](/help/documentation/work-schedule).
### Valid period for time entry
A person's profile can carry a **Valid period for time entry** — a **From** and/or **To** date bounding when time can be recorded for them. Set it to a contractor's engagement dates or an employee's start and end dates: entries outside the window are refused, with a message naming the person whose validity period blocks them. Leave either date empty for an open-ended window.
Projects can carry the same setting — see [Projects](/help/documentation/projects#project-settings).
### Localization per person
You can override the organization's locale settings for any individual. Open the person's profile, then edit the **Localization** attribute to set their **Time zone**, **Date format**, **Time format**, **Decimal format**, and **First day of the week**. These settings affect how the app displays dates and times for that person only — useful for team members in different countries or who prefer a specific format.
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## Rates and quotas on people
Rates and schedules follow a priority system: settings on a person override those inherited from tags or the organization. See [Billing rates](/help/documentation/billing) for the full priority order.
### Billing and cost rates per person
To set a person's rates, open their profile and go to the **Billing** or **Cost** attribute section. Click **Add** to create a new rate entry. Choose the rate type (hourly, daily, or fixed), enter the amount and currency, and set the effective date. You can add multiple rate entries over time to reflect salary changes or contract updates — Beebole uses the rate that was active on the date of each time record. See [Billing rates](/help/documentation/billing) and [Cost rates](/help/documentation/costs).
### Absence quotas per person
Absence quotas define how much time off a person is entitled to for each absence type (for example, 20 days of annual leave). To configure a person's allowances, open their profile and go to the **Absence allowances** attribute section. Click **Add new allowance**, select the absence type, enter the amount, and set the validity period. You can also enable carry-forward and allow negative balances depending on your policy. Quotas set on a person take priority over any default defined on a tag. See [Time off](/help/documentation/timeoff).
### Custom fields on persons
Custom fields let you extend a person's profile with structured metadata beyond the built-in fields. Common uses include storing an employee ID, cost center, office location, or contract type. To add a value, open the person's profile and fill in any custom fields that appear in the **Attributes** section. The available fields are defined globally in **Settings** > **Custom Field** and apply to all people. See [Custom fields](/help/documentation/custom-fields).
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## Archiving and offboarding
Do not delete a person if you want to keep their historical time data. Use **Archive** instead — this frees up a seat while preserving all their records for reports.
To archive a person, open their profile, click the **⋯** action menu next to their name, and select **Archive**. You can unarchive them at any time from the same menu.
Unarchiving requires a free seat on your subscription. If no seats are available, the **Unarchive** option is disabled. Upgrade your plan or archive another person first.
### Bulk operations Admin only
Select multiple people from the list using the checkboxes to perform actions in bulk. The following bulk actions are available from the actions menu:
* **Invite** — Send invitation emails to all selected people at once.
* **Archive** — Archive multiple active people in a single step.
* **Unarchive** — Restore multiple archived people (requires available seats).
* **Delete** — Permanently delete multiple people. Use with caution — deletion cannot be undone, and deleted people can no longer sign in to Beebole.
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## Related content
Configure what each person can see and do in Beebole with granular role-based permissions.
Organize people into departments, teams, and locations for better reporting and inherited configuration.
Define standard working hours and days for individuals or groups.
Track the internal cost of each team member's time for profitability reporting.
## Frequently asked questions
Archive their profile instead of deleting it. This preserves all their historical time data for your reports while freeing up the user seat on your subscription.
Yes. Go to **Settings** > **Person Roles** to create custom roles with granular permissions. See [Roles & permissions](/help/documentation/roles-authorisations).
Yes. Click **People** in the sidebar, then **Add person**. In the **Or add multiple entries** area, copy rows from a spreadsheet — one person per line: name, then **Tab**, then email — click **Paste**, and confirm with **Add them all**.
Beebole creates the person as archived automatically and displays a warning. The person cannot log in until you unarchive them. Unarchiving requires a free seat — either archive another person first or upgrade your subscription.
Yes. Administrators can use the **Sign in as…** Admin only action to sign in as another person. This is useful for diagnosing issues or verifying what a team member sees.