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Teams, roles and locked days
Invite people as admins or members, choose who can see a project, require details on every entry, lock past days, and compare groups in reports.
On this page
A Spindle workspace holds a team’s time. Admins invite people and set the rules: who can see which project, what every entry must have, and which days can no longer change. Members track their own time. Everything here is under Team and Settings in the web app.
Roles
| Role | What they can do |
|---|---|
| Admin | Everything: the team, projects, rates, settings and everyone’s time and reports |
| Member | Track their own time, and see their own time in reports |
| Project manager | A member who can also change one project and its tasks |
Members don’t see money: rates, labor cost, revenue and profit are for admins only. Each person’s activity from Claude Code and Codex stays with them, and admins never see it.
To change someone’s role, open Team and pick it beside their name. To make someone a project’s manager, open the project, and in its members choose Make manager.
Invite people
Open Team and click Invite people. Enter their email and choose Admin or Member. They get an email with a link to join, valid for 14 days. If the email can’t be sent, Spindle shows the link to send them another way; it works the same.
Invitations that haven’t been accepted yet are listed under Team, where you can withdraw them.
Removing someone from the workspace ends their access. The time they tracked stays in reports.
Private projects
A project marked Private is seen only by its members and the admins, and only they can track time on it. Add people to it in the project’s members. On a project that isn’t private, everyone in the workspace can track time.
What members can add
By default, members can add projects, clients and tags as they track. To keep the list tidy, turn on either of these in Settings › Permissions:
- Only admins create projects and clients
- Only admins create tags
Required details
In Settings › Required details, choose what every finished entry must have:
- Description
- Project
- Task, on projects that have open tasks
- At least one tag
A running timer can start without them, but it can’t stop until the entry has them. Spindle asks for what’s missing.
Lock past days
Once a month is invoiced, lock it: in Settings › Lock time entries, set Lock entries before to a date. Members can then no longer add, change or delete time on the days before it. Admins still can, for corrections.
Agents that describe entries skip locked ones too. See What you can ask Claude Code or Codex to do in Spindle.
Groups
Groups bring people together, such as a department or the contractors, to look at their time together in reports. Open Team, click New group, name it and choose its people. In reports, filter by it.
A group changes nothing about what people can see or do; it’s for reports only. Deleting a group keeps its people and their time.