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Managing User Groups

Organize team members into groups for easier filtering on timesheets and reports

As your team grows, filtering through a long list of users on timesheets, reports, and dashboards gets tedious. User Groups let you organize people by department, location, team, or any other grouping that makes sense for your business — so you can filter and report on just the people you need.

Creating a User Group

  1. Go to Admin > Settings > Custom Lists > User Groups.
  2. Click Add to create a new group.
  3. Enter a name (e.g., "Accounting", "Engineering", "New York Office").
  4. Click Save.

Assigning Users to Groups

  1. Go to Admin > Manage Users.
  2. Click a user's name to open their profile.
  3. Select their User Group from the dropdown.
  4. Click Save.

Each user can belong to one group. If someone works across departments, pick the one most relevant for reporting purposes.

Where Groups Show Up

Once you've assigned users to groups, the group filter appears throughout TimeTracker:

  • Timesheets — Admins and managers can filter by group to view just their team's entries.
  • Reports — Run any time, expense, or payroll report filtered by group. This is how you get "hours by department" or "utilization by office."
  • Dashboard — The Billable vs. Non-Billable chart can be filtered by group for a department-level view.

Tips

  • Keep group names consistent and intuitive — your team will see them in filter dropdowns.
  • If you need to reorganize groups (e.g., after a restructuring), update each user's group assignment in their profile. Historical data retains the group assignment at the time the entry was created.