Clockify User Management Guide

• Model type: hybrid
• Description: Clockify uses a fixed role hierarchy (Owner, Admin, Team Manager, Project Manager, Regular User) available on all plans. Enterprise plan adds custom roles, allowing admins to create named roles with a configurable combination of granular permissions from a predefined set. Project-level and team-level scoping further refines access for Project Manager and Team Manager roles.
• Custom roles: Yes
• Custom roles plan: Enterprise
• Granularity: Role-level for standard plans. Enterprise adds per-permission toggles (e.g., manage users, manage projects, view reports, approve timesheets, manage billing) that can be combined into named custom roles.

1. Navigate to app.clockify.me and open Workspace Settings.
2. Select the 'Team' tab.
3. Click 'Invite people'.
4. Enter one or more email addresses (comma-separated for multiple).
5. Optionally assign a role (defaults to Regular User) and add to projects or groups.
6. Click 'Send invitation'.
7. Invitee receives an email and must accept to join the workspace. If they do not have a Clockify account, they are prompted to create one.

Required fields: Email address

Watch out for:

• Invited users count against the paid seat total as soon as they accept the invitation.
• On the Free plan, there is no seat limit, but paid plan features are not available to any user.
• If a user does not accept the invitation, they remain in 'Pending' status and do not consume a seat.
• Workspace admins cannot force-create accounts; users must self-register via the invitation link.
• Users can belong to multiple workspaces but each workspace is billed independently.

• Can delete users: Verify in tenant
• Delete/deactivate behavior: This app exposes delete operations in its API documentation, but the admin-console path may present removal as deactivation, archiving, or deletion depending on tenant configuration. Confirm whether the UI action is reversible before treating removal as recoverable.

1. Navigate to app.clockify.me and open Workspace Settings.
2. Select the 'Team' tab.
3. Locate the user in the member list.
4. Click the three-dot (⋯) menu next to the user's name.
5. Select 'Deactivate'.
6. Confirm the action in the dialog. The user is immediately moved to the 'Inactive' tab and loses workspace access.

Watch out for:

• Deactivated users can be reactivated at any time by an admin, which will re-consume a paid seat.
• There is no bulk deactivation UI; each user must be deactivated individually.
• Deactivated users still appear in historical reports attributed to their name.
• Admins cannot delete a user's Clockify account entirely; only Clockify support or the user themselves can delete the account.
• If a deactivated user is the only admin, the Owner must reassign admin rights before or after deactivation.

• Where to check usage: Workspace Settings → Team tab shows all active members and their roles. Workspace Settings → Subscription (or Billing) shows current seat count and billing details.
• How to identify unused seats: Admins can sort the Team list by 'Last active' date (if available) or run a report filtered by user with zero hours in a given period via Reports → Summary/Detailed, grouped by user, to identify members with no tracked time.
• Billing notes: Clockify bills per active user per month. The Free plan supports unlimited users at no cost but lacks most management features. Paid plans are billed per seat; adding users mid-cycle is prorated. Deactivating a user releases the seat. Annual plans offer approximately 20% discount versus monthly. Enterprise pricing may be negotiated for large teams.

Every app in your stack that lacks SCIM forces the same manual loop: find the leaver, navigate to settings, deactivate one by one, and verify. Clockify compounds this because there is no bulk deactivation UI - each user must be deactivated individually through the Team tab.

Deactivated users are never permanently removed by admins; only Clockify support or the user themselves can delete an account. This means offboarded employees remain visible in historical reports indefinitely, creating audit noise that must be managed manually.

Pending invitations that go unaccepted accumulate in the Team list with no bulk-cancel option, adding recurring cleanup overhead for any workspace with moderate turnover.

Practitioners consistently flag the absence of SCIM as the sharpest operational gap - every provisioning and deprovisioning action requires direct admin intervention. The one-at-a-time deactivation constraint is a recurring complaint for teams managing more than a handful of offboardings per month.

SSO being locked to the highest-cost Enterprise tier is a friction point for mid-market teams that want identity federation without committing to Enterprise pricing. Custom roles face the same paywall, leaving Standard and Pro plan admins with no permission granularity beyond the fixed role set.

Common complaints:

• No SCIM support for automated provisioning or deprovisioning; user lifecycle must be managed manually.
• SSO (SAML 2.0) is restricted to the Enterprise plan, which is the most expensive tier.
• No bulk deactivation option; admins must deactivate users one at a time.
• Users cannot be permanently deleted by admins; only deactivation is available, which can cause confusion in reports.
• Pending invitations (not yet accepted) can clutter the Team list and there is no bulk-cancel option.
• Custom roles are Enterprise-only; lower-tier plans are limited to fixed roles with no granularity adjustment.
• Just-in-Time SSO provisioning does not automatically assign users to projects or groups; that must be done manually after first login.
• No domain-based auto-join or domain whitelisting for automatic workspace enrollment.

Every app without SCIM adds direct admin time to each joiner and leaver event, and Clockify's one-at-a-time deactivation model means that cost compounds with headcount. For small, stable teams where turnover is low, the fixed role model covers most time-tracking use cases without significant configuration overhead.

For teams with regular onboarding and offboarding volume, the lack of SCIM and bulk deactivation creates compounding manual effort that scales poorly. If SSO or custom roles are requirements, the Enterprise plan is the only path - evaluate whether those features justify the per-seat cost relative to alternatives.

Organizations already on Enterprise for SSO should weigh the API-based automation options as a partial substitute for missing SCIM functionality.

Bottom line

Clockify's user management is straightforward but deliberately manual at every tier below Enterprise. Every app without SCIM adds direct admin time to each joiner and leaver event, and Clockify's one-at-a-time deactivation model means that cost compounds with headcount.

Teams that can tolerate manual workflows and don't require SSO will find the lower-tier plans sufficient; teams with compliance requirements or high turnover should plan for either Enterprise-tier investment or API-based automation to close the provisioning gap.