Documentation
Account & access
Users & permissions

Users & permissions

Control who has access to your workspace and what they can do by managing users and assigning roles.

Users list
Users list

Roles overview

Each user in a workspace has a role that determines what they can see and do.

RoleWhat they can do
OwnerFull access to everything, including billing and workspace settings. Each workspace has one owner.
AdminManage employees, organization units, integrations, and most settings. Cannot change billing or transfer ownership.
ManagerView and manage employees in their team. Access depends on their organization unit assignment.
EmployeeView their own data, request time off, and manage personal settings.
DeveloperAccess API settings, service users, and API keys. Intended for technical users setting up integrations or automations.

Inviting users

  1. Go to Admin › Users
  2. Click Invite user
  3. Enter the person’s email address
  4. Select a role for the new user
  5. Click Send invitation

The person will receive an email with a link to join the workspace. Invitations expire after 7 days.

Resending an invitation

If an invitation has expired or the person didn’t receive it:

  1. Go to Admin › Users
  2. Find the pending invitation
  3. Click Resend

A new invitation email is sent with a fresh 7-day expiry.

Editing user roles

  1. Go to Admin › Users
  2. Click the user you want to update
  3. Change their role
  4. Click Save

Suspending and reactivating users

Suspend a user to revoke their access without deleting their account. This is useful when someone leaves the organization or should temporarily lose access.

Suspending a user

  1. Go to Admin › Users
  2. Click the user you want to suspend
  3. Click Suspend

Suspended users cannot sign in to the workspace. Their data is preserved.

Reactivating a user

  1. Go to Admin › Users
  2. Find the suspended user
  3. Click Reactivate

The user can sign in again with their previous role and settings.

Service users and API keys

Service users are special accounts used for API access and automations rather than interactive sign-in.

Creating a service user

  1. Go to Admin › Users
  2. Click Create service user
  3. Give the service user a descriptive name (e.g., “Payroll export” or “Integration sync”)
  4. Click Create

Managing API keys

Each service user can have API keys for authenticating API requests.

  1. Open the service user
  2. Click Create API key
  3. Copy the key immediately — it is only shown once
Store API keys securely. They are only displayed once when created and cannot be retrieved later. If you lose a key, revoke it and create a new one.

Revoking an API key

  1. Open the service user
  2. Find the key you want to revoke
  3. Click Revoke

Revoked keys stop working immediately. Any automations using the key will need to be updated.

Linking users to employee records

A user account and an employee record are separate things in mTime. Linking them connects a person’s sign-in account to their employee data.

  1. Go to Admin › Users
  2. Click the user you want to link
  3. In the Linked employee field, select the matching employee record
  4. Click Save

This link enables features like viewing personal time-off balances and seeing the team calendar filtered to the user’s team.

Roles such as Manager and Employee require the user to be linked to an employee record. The Timesheet menu, time-off widget, and time tracking widget on the dashboard are only visible when a linked employee record exists.

Why can’t I see the Timesheet menu or time registration widgets?

If you are an Admin or Owner in a workspace but the Timesheet menu is not visible in the sidebar, and the time-off and time tracking widgets are missing from the dashboard, your user account is not linked to an employee record.

To fix this:

  1. Go to Admin › Users
  2. Click your own user
  3. In the Linked employee field, select your employee record
  4. Click Save

If your employee record does not exist yet, ask an Admin to create an employee profile for you first, then link it to your user account.

Your accountSecurity