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Step 1: Set Up Your Organization(s)

Organizations are a critical aspect of Hubstaff. They are a way to organize your projects, tasks, and access levels.

For example, let’s say that you manage a virtual staff, and you have 3 different clients. In this scenario, the best thing to do would be to create 3 organizations within Hubstaff.

  • Netsoft Holdings, LLC
  • Airsoft org
  • Client 3

At this point you could invite the clients to view the work being completed, or you could simply use these organizations to manage which projects your team is working on if you do not want your clients to have access to screenshots, activity levels, and time tracking.

To Start a new organization in Hubstaff is very simple.

You just need to complete two simple steps. First, you’ll need to navigate to the “Organizations” screen and click on the “New Organization” Box.


Second, you need to name your Organization, start a project (at least one project is required to start an organization), and click save.

Organization Screen

*Important Note – Do not worry too much about projects at this point. Just select a project name that makes sense to you (something your people work on), and if you need more help here, please see step 2 in this document.

Step 2: Set Up your Project(s)

Now that you have your organization set up, the next thing to do is to start your first project. Projects are meant to organize the work within an organization.

Projects can be organized however you want to see them, but typically they would be something like this.

  • Marketing
  • Development
  • Graphic Design
  • Accounting / Bookkeeping

Or you could for example have several website properties under one organization. In this scenario, you could break down projects like this…

  • www.site1.com
  • www.site2.com
  • www.site3.com

You can really set up projects however you want, and you can always change down the road.

In order to set up a project you just need to follow these two simple steps. First click on the on the organization you want to add a project for.


Second, just click on the “add project” link.


Here’s what the “add project” screen looks like:


Add as many or as few projects as you like. Your Users will select these projects from their desktop client and time will be tracked to these projects.

Users select projects from their desktop app, and once a project is selected time tracking, activity levels, and screenshots will being to be taken.


User then will be shown a project menu that corresponds with the projects that you have set up in Hubstaff.


Now as soon as your user selects the project from their desktop all time tracked will be connected with that project until they switch projects.

So, as I said earlier in the document, please organize these projects as you work in your organization. If you want to simply have one project called “Work” that is completely fine. You can have a “General” project. It all depends on your management style and relationship with your team.

Step 3: Invite Your Team Members

Now that you have some structure to your work, it’s time to invite your team. In order to invite a team member you simply have to complete three simple actions.

  1. Their email address
  2. Select their “role” or access level (just use “user” if you are unsure) – you will always be able to change this later and adjust settings anytime.
  3. Assign them to a project (in order for your team to track time, a project needs to be selected).

You can invite a user by following this simple process:

First, select the organization that the user will be a part of.


Second, click on the invite link on the screen.


Then you will be presented with the screen that allows you to invite your team. Simply enter their email and select a user role.


After you invite your team they will receive an email that looks like this.


Important Note – It’s generally a good idea for you to follow up with your team to make sure that they have received and accepted your invitation. This lessens the chance that they will ignore the email.

At this point your team should be all set up. It may be a good idea to give your team members our training manual on the desktop client and how to use it. You can find that here.

If you have any questions at all, you can always find us at https://www.hubstaff.com.

If you don’t have a Hubstaff account yet, you can get a free one here:


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