Help Center
Learn how to use Timestamped
Team & Licenses
Manage your team members, assign roles, and track professional licenses.
Team Members & Roles
Timestamped uses role-based access control to manage what each team member can see and do within your organization. Every user is assigned an organization-level role, and individual cases can have additional permissions layered on top.
How to Invite Team Members
- Navigate to Admin > Team from the main menu.
- Click the Invite Member button.
- Enter the person's email address and select a role for them.
- Click Send Invite. They will receive an email with a link to join your organization.
- Once they accept the invitation and sign in, they will appear in your team list with the assigned role.
Managing Invitations
Pending invitations are tracked in Admin > Teamalongside active team members. From there you can:
- View pending invites: See who has been invited but hasn't yet accepted.
- Resend invitations: If someone didn't receive the email or lost the link, click resend to send a fresh invite.
- Cancel invitations: Remove a pending invite before it's accepted.
- Change the role: Update the role that will be assigned when the person accepts.
Note: Invitations expire after 7 days. If an invite expires before being accepted, you'll need to send a new one.
Accepting an Invitation
When someone receives an invitation to join your organization:
- They click the link in the invitation email.
- If they don't have a Timestamped account, they'll be prompted to create one using the invited email address.
- If they already have an account (possibly with another organization), they sign in and are added to your organization with the assigned role.
- After accepting, they can switch between organizations using the organization switcher in the navigation.
Multi-org membership: A single Timestamped account can belong to multiple organizations. This is useful for contractors who work with several agencies or consultants who assist multiple firms.
Understanding Roles
Each role grants a different level of access across your organization. Higher roles inherit all the capabilities of lower roles.
| Role | Description | Manage Org | See All Cases | Create Cases |
|---|---|---|---|---|
| Owner | Full control over the organization, billing, and all settings | ✓ | ✓ | ✓ |
| Admin | Co-manager with the Owner, but cannot modify billing or remove the Owner | ✓ | ✓ | ✓ |
| Senior | Can see all cases and create or edit cases and evidence | – | ✓ | ✓ |
| Member | Junior investigator with access only to assigned cases | – | – | – |
| External | Client or attorney with read-only access to assigned cases | – | – | – |
Case-Level Permissions
In addition to organization roles, each case can have its own permission entries (ACLs) that grant specific access to individual users.
- Case Admin: Full control over the case, including managing who else has access and deleting the case.
- Case Editor: Can edit case details, upload and manage evidence, and update events. Members are automatically granted this level when assigned to a case.
- Case Viewer: Read-only access to the case and its evidence. Externals are automatically granted this level when assigned to a case.
How Permissions Inherit
Permissions flow from the organization level down to individual cases. Higher organization roles automatically receive broader case access without needing explicit case-level entries.
Org Owner / Admin: Can access and manage all cases in the organization, including restricted cases (configurable).
Org Senior: Can view and edit all cases in the organization. Cannot manage organization settings or team members.
Org Member: Can only see cases where they have been explicitly added with a case-level permission (Case Editor is granted automatically on assignment).
Org External: Can only see cases where they have been explicitly added with a case-level permission (Case Viewer is granted automatically on assignment).
Managing Team Members
Organization Owners and Admins can manage the team from Admin > Team. From there you can change a member's role, remove members from the organization, or resend pending invitations. Role changes take effect the next time the member refreshes their session.
Billing Rates
Admins and owners can set a default billing currency and hourly rate for each team member. This rate is used automatically when the member logs time entries, unless a case-level billing override is configured. To set a rate, open the member's profile from Admin > Team and fill in the Billing Settings card.
Supported currencies include USD, CAD, EUR, GBP, and AUD. Multi-currency support means teams with international members can track rates in each member's local currency, with automatic conversion for reporting.
Activity Tracking
The team list shows at-a-glance activity metrics for each member, including the number of active cases they are assigned to and their count of open tasks (pending or in-progress). Click a member's name to see full details on the member detail page, including a table of assigned cases and open tasks.
Active and Inactive Status
Instead of permanently removing a team member, you can set them to inactive. Inactive members immediately lose access to the organization (their session tokens are revoked), but their historical data (time entries, case assignments, activity logs) is preserved. This is useful for seasonal contractors, employees on leave, or team members who have moved on but whose work history needs to remain intact.
To reactivate, an admin or owner can change the member's status back to active from the member detail page.
Email Privacy
For privacy protection, non-admin team members see masked email addresses in the team list (for example, jo****@c***.*c** instead of the full address). Only admins and owners can view full email addresses, phone numbers, and billing rates.
Subscription Limits
The number of team members you can invite depends on your subscription tier. Pending invitations count toward the limit. If you reach your plan's member cap, you will see a prompt to upgrade before sending additional invitations. See the Billing page for member limits by plan.
Member Detail Page
Click any team member's name to open their detail page. The detail page provides a comprehensive view of the member's role, billing configuration, assigned cases, open tasks, and professional licenses. Admins and owners can edit settings directly from this page.
- Role and permissions: View or change the member's organization role and see a summary of what that role can access.
- Billing settings: Set or update the member's default currency and hourly rate for time tracking.
- Assigned cases: A table of cases the member is assigned to, showing case status, client, and last updated date.
- Open tasks: A table of the member's pending and in-progress tasks with priority, due date, and status.
- Licenses: Professional licenses on file with state, number, and expiration status.
Professional Licenses
Timestamped tracks professional licenses for your team and organization. License information appears in reports and the public directory, helping clients verify your credentials at a glance.
Supported License Types
- PI: Private Investigator
- Attorney: Attorney or Lawyer
- Notary: Notary Public
- CPA: Certified Public Accountant
- Security: Security Professional
- Other: Any other professional license
License Fields
Each license record includes the following information:
- License Number: The official number issued by the licensing authority.
- Issuing State/Province: The jurisdiction that issued the license. US states and Canadian provinces are both supported.
- Expiration Date: The date the license expires.
- Status: Automatically calculated based on the expiration date (see below).
License Status
License status is determined automatically based on the expiration date:
- Active: The license is current and valid with more than 90 days until expiration.
- Expiring: The license has fewer than 90 days remaining before it expires.
- Expired: The license has passed its expiration date.
Expiration Tracking
A background job checks all licenses daily and sends notifications as expiration dates approach. You will receive alerts at the following intervals:
- 90 days before expiration
- 60 days before expiration
- 30 days before expiration
- 7 days before expiration
These notifications give you ample time to renew your license and keep your records current.
Where Licenses Appear
License information is displayed in several places throughout the platform:
- Report Signature Blocks: Your license number and state appear alongside your signature in exported reports, adding professional credibility.
- Public Directory Profiles: Active licenses are shown on your organization's directory listing so other agencies and clients can verify your credentials.
- Org Settings: Owners and Admins can view and manage all team licenses from the organization settings page.
Manage your team members, assign roles, and track professional licenses.
Team Members & Roles
Timestamped uses role-based access control to manage what each team member can see and do within your organization. Every user is assigned an organization-level role, and individual cases can have additional permissions layered on top.
How to Invite Team Members
- Navigate to Admin > Team from the main menu.
- Click the Invite Member button.
- Enter the person's email address and select a role for them.
- Click Send Invite. They will receive an email with a link to join your organization.
- Once they accept the invitation and sign in, they will appear in your team list with the assigned role.
Managing Invitations
Pending invitations are tracked in Admin > Teamalongside active team members. From there you can:
- View pending invites: See who has been invited but hasn't yet accepted.
- Resend invitations: If someone didn't receive the email or lost the link, click resend to send a fresh invite.
- Cancel invitations: Remove a pending invite before it's accepted.
- Change the role: Update the role that will be assigned when the person accepts.
Note: Invitations expire after 7 days. If an invite expires before being accepted, you'll need to send a new one.
Accepting an Invitation
When someone receives an invitation to join your organization:
- They click the link in the invitation email.
- If they don't have a Timestamped account, they'll be prompted to create one using the invited email address.
- If they already have an account (possibly with another organization), they sign in and are added to your organization with the assigned role.
- After accepting, they can switch between organizations using the organization switcher in the navigation.
Multi-org membership: A single Timestamped account can belong to multiple organizations. This is useful for contractors who work with several agencies or consultants who assist multiple firms.
Understanding Roles
Each role grants a different level of access across your organization. Higher roles inherit all the capabilities of lower roles.
| Role | Description | Manage Org | See All Cases | Create Cases |
|---|---|---|---|---|
| Owner | Full control over the organization, billing, and all settings | ✓ | ✓ | ✓ |
| Admin | Co-manager with the Owner, but cannot modify billing or remove the Owner | ✓ | ✓ | ✓ |
| Senior | Can see all cases and create or edit cases and evidence | – | ✓ | ✓ |
| Member | Junior investigator with access only to assigned cases | – | – | – |
| External | Client or attorney with read-only access to assigned cases | – | – | – |
Case-Level Permissions
In addition to organization roles, each case can have its own permission entries (ACLs) that grant specific access to individual users.
- Case Admin: Full control over the case, including managing who else has access and deleting the case.
- Case Editor: Can edit case details, upload and manage evidence, and update events. Members are automatically granted this level when assigned to a case.
- Case Viewer: Read-only access to the case and its evidence. Externals are automatically granted this level when assigned to a case.
How Permissions Inherit
Permissions flow from the organization level down to individual cases. Higher organization roles automatically receive broader case access without needing explicit case-level entries.
Org Owner / Admin: Can access and manage all cases in the organization, including restricted cases (configurable).
Org Senior: Can view and edit all cases in the organization. Cannot manage organization settings or team members.
Org Member: Can only see cases where they have been explicitly added with a case-level permission (Case Editor is granted automatically on assignment).
Org External: Can only see cases where they have been explicitly added with a case-level permission (Case Viewer is granted automatically on assignment).
Managing Team Members
Organization Owners and Admins can manage the team from Admin > Team. From there you can change a member's role, remove members from the organization, or resend pending invitations. Role changes take effect the next time the member refreshes their session.
Billing Rates
Admins and owners can set a default billing currency and hourly rate for each team member. This rate is used automatically when the member logs time entries, unless a case-level billing override is configured. To set a rate, open the member's profile from Admin > Team and fill in the Billing Settings card.
Supported currencies include USD, CAD, EUR, GBP, and AUD. Multi-currency support means teams with international members can track rates in each member's local currency, with automatic conversion for reporting.
Activity Tracking
The team list shows at-a-glance activity metrics for each member, including the number of active cases they are assigned to and their count of open tasks (pending or in-progress). Click a member's name to see full details on the member detail page, including a table of assigned cases and open tasks.
Active and Inactive Status
Instead of permanently removing a team member, you can set them to inactive. Inactive members immediately lose access to the organization (their session tokens are revoked), but their historical data (time entries, case assignments, activity logs) is preserved. This is useful for seasonal contractors, employees on leave, or team members who have moved on but whose work history needs to remain intact.
To reactivate, an admin or owner can change the member's status back to active from the member detail page.
Email Privacy
For privacy protection, non-admin team members see masked email addresses in the team list (for example, jo****@c***.*c** instead of the full address). Only admins and owners can view full email addresses, phone numbers, and billing rates.
Subscription Limits
The number of team members you can invite depends on your subscription tier. Pending invitations count toward the limit. If you reach your plan's member cap, you will see a prompt to upgrade before sending additional invitations. See the Billing page for member limits by plan.
Member Detail Page
Click any team member's name to open their detail page. The detail page provides a comprehensive view of the member's role, billing configuration, assigned cases, open tasks, and professional licenses. Admins and owners can edit settings directly from this page.
- Role and permissions: View or change the member's organization role and see a summary of what that role can access.
- Billing settings: Set or update the member's default currency and hourly rate for time tracking.
- Assigned cases: A table of cases the member is assigned to, showing case status, client, and last updated date.
- Open tasks: A table of the member's pending and in-progress tasks with priority, due date, and status.
- Licenses: Professional licenses on file with state, number, and expiration status.
Professional Licenses
Timestamped tracks professional licenses for your team and organization. License information appears in reports and the public directory, helping clients verify your credentials at a glance.
Supported License Types
- PI: Private Investigator
- Attorney: Attorney or Lawyer
- Notary: Notary Public
- CPA: Certified Public Accountant
- Security: Security Professional
- Other: Any other professional license
License Fields
Each license record includes the following information:
- License Number: The official number issued by the licensing authority.
- Issuing State/Province: The jurisdiction that issued the license. US states and Canadian provinces are both supported.
- Expiration Date: The date the license expires.
- Status: Automatically calculated based on the expiration date (see below).
License Status
License status is determined automatically based on the expiration date:
- Active: The license is current and valid with more than 90 days until expiration.
- Expiring: The license has fewer than 90 days remaining before it expires.
- Expired: The license has passed its expiration date.
Expiration Tracking
A background job checks all licenses daily and sends notifications as expiration dates approach. You will receive alerts at the following intervals:
- 90 days before expiration
- 60 days before expiration
- 30 days before expiration
- 7 days before expiration
These notifications give you ample time to renew your license and keep your records current.
Where Licenses Appear
License information is displayed in several places throughout the platform:
- Report Signature Blocks: Your license number and state appear alongside your signature in exported reports, adding professional credibility.
- Public Directory Profiles: Active licenses are shown on your organization's directory listing so other agencies and clients can verify your credentials.
- Org Settings: Owners and Admins can view and manage all team licenses from the organization settings page.