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How do I add a new user?

Create, invite, or import new users in TimeTac

This article is for: Admin, Account owner

In TimeTac, you manage all users centrally under Company > Users. There are three ways to add new users: create directly, invite via email, or upload via file.

Contents

Create a user directly

Create a new user directly in TimeTac by entering their sign-in details manually. This method is useful when you want to set the username and password yourself.

Follow these steps

  1. Navigate to Company > Users in the side menu.
  2. Click the Add user button.
  3. Select Create from the drop-down menu.
  4. Optionally enter the First name and Last name.
  5. Select the appropriate role. The Standard role is pre-selected and cannot be removed. You can additionally assign Manager or Admin.
  6. Under Sign in with, select the desired sign-in method:
    • Email: Enter a valid email address. The user receives an invitation by email.
    • Username: Enter a username and password. Re-enter the password to verify it.
  7. Click Save.

Warning: Without an email address, users cannot manage their passwords themselves. Set an email address if the user should be able to reset their own password.

Tip: The username may contain numbers (0–9), letters (a–z), hyphens (-), dots (.), underscores (_), and @. Special characters and spaces are not allowed.

Invite a user via email

Invite new users via email when they should set their own sign-in details. You can invite multiple users at the same time.

Follow these steps

  1. Navigate to Company > Users in the side menu.
  2. Click Add user and select Invite via email.
  3. Enter the email address of the user.
  4. Click Invite another user to add more users.
  5. Add work schedule.
  6. Click Invite to send the invitations.

Tip: The work schedule can also be changed later in the user's profile under Employment. Learn more in the article: How do I assign a work schedule to a user?

Import users from Excel

With the TimeTac user import, you can create several users in your account at the same time instead of adding each one manually. You fill in the Excel template provided by TimeTac and upload it in Integrations > User management > TimeTac user import.

Download the Excel template

Start by downloading the template TimeTac provides. The template contains all the fields the import recognises, with mandatory fields highlighted in green. Open it in Excel or any spreadsheet app that can save files in the .xlsx format.

Follow these steps:

  1. Open the Excel template.
  2. Save a copy to your computer before adding any data.

Fill in the user data

Add one user per row. Every mandatory field must be filled in — otherwise that row is skipped during the import. Optional fields can be left blank.

The template contains the following columns:

  • Last Name — Mandatory.
  • First Name — Mandatory.
  • Personnel number — Optional. An internal ID for the user.
  • E-Mail — Mandatory in most cases. The email is used to log in and to reset the password.
  • Username — Required only when no email address is provided. If both fields are filled in, the email takes priority and the username is ignored.
  • Password — Required only when a username is used instead of an email. Must be at least 8 characters and include one capital letter and one special character.
  • Department — Optional. The department must already exist in TimeTac. Use the same spelling as in your account.
  • Telephone — Optional.
  • Language — Mandatory. Select the language from the drop-down list — the value must match a list entry exactly.

Tip: Set up your department structure in TimeTac before you import users. This way, the import can assign each user directly to the right department.

Upload the filled-in file

Once your template is complete, upload it back into TimeTac to start the import.

Follow these steps:

  1. In TimeTac, go to Integrations > User management > TimeTac user import.
  2. Upload your filled-in template.
Important: The import only creates users that do not yet exist. Existing users are not updated.

After the upload, the import runs automatically. You receive a confirmation email summarising how many users were created and listing any rows that could not be imported — for example, when a username is already taken.

Troubleshoot import errors

If the confirmation email shows that some rows could not be imported, the most common reasons are a missing department or missing mandatory data.

Department not found

If a row references a department that does not exist in TimeTac, that user is not imported. Create the missing department in TimeTac first, then upload the file again.

Missing user data

A user is not imported if a mandatory field is empty. Mandatory fields are last name, first name, language, and email — or a username with password if no email is provided.

The confirmation email tells you which row and which field caused the issue. Fix the affected rows in your template and upload the file again.

Complete the new profile

After adding a new user, you should fully set up their profile. This ensures that working hours, absences, and calculations are processed correctly.

You now know how to add new users in TimeTac by creating them directly, inviting them via email, or importing them from another software solution.