Set up your workspace

A workspace is the boundary around your people, delivery records, commercial settings, and integrations. A little structure at the start makes time easier to enter and reports easier to trust.

Before you invite the team

Complete the workspace foundation in this order:

1. Open Settings, then General, to review the workspace name, ID, slug, plan, and currency. The slug is editable from this page; the other values are displayed for reference.
2. Add the clients you actively work with. You can add internal projects without a client later.
3. Create the current projects and attach each one to the right client.
4. Add workstreams when a project needs a stable breakdown such as discovery, design, implementation, or support.
5. Review workspace rates and project-specific billing settings.
6. Add the tags and custom fields your reporting process genuinely uses.
7. Invite members and assign the minimum role and project access they need.

Avoid creating every historic category before anyone has entered time. Start with the live delivery structure, then add detail when a report or workflow needs it.

Decide what a project represents

A project should describe a body of work with a shared owner, commercial context, or delivery goal. Split work into separate projects when it needs a different client, budget, rate, access list, or reporting lifecycle.

Use workstreams for recurring categories inside that boundary. A workstream can make a report more useful without scattering one engagement across many projects.

Set reporting conventions

Write down three lightweight rules for the team:

• What a useful time-entry description contains.
• Which project and workstream to use for internal or unplanned work.
• When members should review and finish their entries.

Descriptions should name the outcome or activity clearly enough for a reviewer to understand it later. “Worked on project” gives a client and your future team almost no usable context.

Invite members

Open Team, invite each member with their work email, and choose the role that matches their responsibility. Owners and admins manage workspace-wide configuration. Managers receive authority through client or project grants. Members record and review their own work within the access they receive, while viewers have read-only access.

Team management is available to managers, admins, and owners. The roles and projects a manager can assign are limited by that manager's own scope.

After invitations are accepted, confirm that every member can see the projects they need. Test this before the first reporting deadline.

Connect AI reporting

If the team uses AI tools, open Settings, then MCP setup, Browser extensions, or the relevant connection page. Choose the reporting path that matches where work happens. AI work attribution explains how the resulting evidence appears in WhoWorked. AI attribution views require the corresponding workspace entitlement.

Workspace launch checklist

• Workspace currency is correct. If anomaly detection is enabled, its working-hours time zone is also correct.
• Active clients and projects exist.
• Project rates, budgets, and access are reviewed.
• Members know where to record internal work.
• Each member can see the right projects.
• AI reporting sources are connected where needed.
• Someone owns the first weekly review.

Next, show the team how to track time.