Managing All Users in OnTheClock: Admins, Managers, and Employees

Team Directory Overview

OnTheClock has streamlined user management—all user types (Admins, Managers, and Employees) are now managed in one centralized place: the Team Directory.

Where to Manage Users

To view, add, or manage users, head to the Team Directory, which replaces the need to go to separate sections for Admins or Managers.

How to Add a Team Member (Employee, Manager, or Admin)

Step 1: Click the My Team icon in the main navigation.

Step 2: Select View List to open the full Team Directory.

Step 3: Click the Add Team Members button in the top right.

Step 4: Choose Add One to create a new user.

Step 5: Fill out the user details and assign a Role (Employee, Manager, Admin).

Step 6: Save your changes.

Filtering Your Team Directory

To make managing your team easier, the Team Directory includes powerful filters. You can narrow down your view by using:

• User Role – Filter by Admins, Managers, or Employees

• Manager Assigned – See users assigned to specific managers

• Active/Inactive Status – View only active users, or include inactive ones

• Employee Group – Filter by custom groups you've created

• Department – Narrow results by department assignment

Customize Your Filters

You can choose which filters are visible in the Team Directory. This helps you focus on what matters most for your workflow.

How to Delete a User

Step 1: Find the user you’d like to delete in the list.

Step 2: Click the red X icon on the far right of their row.

Step 3: Confirm the deletion when prompted.

🚫 Note: Main Administrators cannot be deleted. If you need to change a main admin, please contact Support.

Navigating to Time Cards

If a user is tied to an employee record, you'll see a time card icon on the far right of their row in the Team Directory.

To view time cards:

Step 1: Locate the user in the Team Directory.

Step 2: Click the time card icon at the end of their row.

Notes:

• The time card icon only appears for employees, or for users who are both employees and admins/managers.
• If a user is only a manager or only an administrator, the icon will not be visible.

This shortcut lets you quickly jump to employee time card records.

Team Directory Export

The Team Directory Export lets you download a detailed list of all employees in your OnTheClock account. This export provides important information like roles, email addresses, status, pay type, departments, and more. You can use this report to manage employee records, verify payroll details, or share data with HR and accounting teams.

What’s Included in the Export

The export contains the following columns:

• Employee Full Name

• Role (Administrator, Manager, Employee, Owner)

• Email Address

• Phone Number

• Hire Date

• Pay Rate & Pay Type (Hourly, Salary)

• Employee Type (Full-time, Part-time, Contractor)

• Status (Active, Inactive)

• Employee Number

• Manager

• Department

• Employee Group

How to Export the Team Directory

Step 1: Log in as an administrator.

Step 2: Navigate to Team Directory.

Step 3: Select Export.

Step 4: Select your desired export format (CSV, Excel, or PDF).

Step 6: Click Download. The file will save to your device.

Use Cases

Here are some common ways to use the Team Directory Export:

• Share with HR for compliance audits

• Import employee records into payroll software

• Track active vs inactive employees

• Verify pay type and employee numbers

• Build custom reports in Excel or Google Sheets