Adding a New User
Navigate to Settings > Your Team and ensure the dropdown shows Your Users.
Click Add to create a new user.
Enter the user's full name and the email address they will use to sign in. After the user is added, the email address can be changed only by the user, from their own profile, or by a Factor team member.
Select a default permission role: Firm Owner, Office Manager, Project Manager, or Employee. If you're unsure what permissions to grant, start with Employee - this limits access to time entry areas and is the safest default. You can expand permissions later.
Click Save.
Sending Invitations
After you've added a new user, you will need to send out the invitation email. To send the invitation, click the envelope icon next to the user's name in the user list.
If you have added multiple users, you can send out all unsent invitations at once by clicking the 'unsent invitations' link under the Add button at the top right.
You can add users to Factor without immediately inviting them. This is useful when you want to set up user records, assign people to projects, and configure roles before anyone starts using the system. When ready, you can send invitations individually for each user, or use the bulk send option to invite all uninvited users at once.
Accepting an Invitation (For New Users)
After clicking the link in the invitation email, the new user will be prompted to create a new Factor account. They will need to enter their first and last name, and create a password.
When accepting an invitation, the new user must ensure they are not logged into any other Factor account in their browser. They should sign out first (or use an incognito window), then click the invitation link. The link opens a setup page where they can specify additional details about their account. After completing setup, they are automatically logged in.
Email addresses must be unique - no two users in Factor can share the same email address.
Modifying a User
From the Your Team page, click on the settings icon for any user to access modification options.
Options available are:
Change their permission role: Select from Firm Owner, Office Manager, Project Manager, or Employee. Each role comes with a default set of permissions. The permission role in Factor is separate from a user's billing role on projects.
Edit user details: Click Edit User to modify information like default project role (used when adding them to new projects), payroll type (used in payroll reporting), manager, and title. These settings affect how the user appears in resource scheduling and reports.
Fine-tune permissions: After setting a role, you can customize individual permissions. Permissions control access to specific pages, tabs, and actions. For example, under Projects, there are separate permissions for viewing and modifying each tab (Overview, Budget, Tasks, etc.). You can use the permission role to reset to defaults at any time.
Remove: Takes the user out of Factor - they'll no longer be able to access the system for any reason. Their historical time entries and expenses remain untouched.
Copy Permissions: You can copy the permissions applied to one user to one or multiple users. Select the user to copy permissions from, and then select the user/s you want to copy those permissions to. If you have a lot of users, you can filter the copy to list to reduce the list.
Permission Roles Explained
Employee: Access to their own timesheet and time entry. Most restricted.
Project Manager: Includes employee permissions plus access to manage projects, view other people's time, and access some reports.
Office Manager: Includes project manager permissions plus access to some settings areas, team management, and broader reporting.
Firm Owner: Full access to all areas of Factor including all settings, billing, and administration.
Removing a User
Users can be removed from the Your Team page. To remove a user:
Click the settings icon for the user
Click 'Remove'
Important notes about removal:
The user immediately loses access to Factor.
Their historical time entries and expenses remain untouched on your projects.
Future scheduled assignments for the removed user should be reviewed and reassigned or cleared by an administrator.
The removed user's email address cannot be reused for a new account without contacting support.
Reactivating a User
To bring a removed user back, click the settings icon next to their name on the Your Team page and select Reactivate. This is self-service - no need to contact Factor support.
Reactivating a user is billed exactly like adding a brand-new one - whether that results in an extra charge depends on your account's current usage.
Once reactivated, the user needs to go to my.factorapp.com and use the Forgot Password link to log back in.