Overview
Your team in Structur is more than just who has a login. It includes everyone whose time, activity, and labor costs you need to track, from your project managers who live in the platform every day, to field crew members who never log in but whose hours you still need to record for accurate job costing.
Structur's Users feature makes a clear and important distinction: team members can be added with or without a license seat. Licensed users get full access to the platform based on their role. Non-licensed team members don't have a login, but they can still be tracked for timesheets and labor cost purposes, which means your budget stays accurate without requiring a paid seat for every person on the job site.
On top of that, role-based permissions ensure each licensed user sees and can do exactly what their job requires, nothing more, nothing less.
Understanding Users, Seats, and Rates
What It Does
Structur's Team Management feature allows you to:
Add team members with a licensed seat - giving them access to Structur based on their assigned role
Add team members without a license seat - allowing you to track their timesheets and labor costs without granting platform access
Assign roles that control what licensed users can see and do: Owner, Admin, Project Manager, Field Supervisor, or Subcontractor
Set hourly pay rates for each team member to enable accurate labor cost calculations in project budgets
Allow licensed users to log their own timesheet entries independently
Allow managers and admins to enter time on behalf of non-licensed team members
Invite users via email so they can create their account and access the platform
Edit, deactivate, or remove team members as your roster changes
Assign users to specific projects so they only see the work relevant to them
Monitor team activity - including last active dates to identify unused accounts
When to Use It
Team management is most valuable when you need to:
Onboard a new hire and give them the right level of platform access from day one
Add field crew members who don't need platform access but whose hours you want to track for job costing
Set or update hourly pay rates before running timesheet entries so labor costs calculate correctly in the budget
Change a user's role when their responsibilities shift, for example, promoting a Field Supervisor to Project Manager
Remove a departing team member to protect account security and manage your seat count
Audit who has access to what before a major project kicks off
Step-by-Step Instructions
1. Access Team Management
Click your profile picture in the bottom-left corner
Select Settings
Click Users in the left sidebar
You'll see a list of all users in your organization, with their name, role, email, last active date, and permission level.
2. Add a New User
Click New User
Enter the user's name and email address
Select their role from the available options (see role descriptions below)
Choose whether to assign a license seat
3. Choose: Licensed or Non-Licensed
This is the key decision when adding any team member.
Option A - Add without a license seat
Choose this when the team member doesn't need platform access, for example, a laborer, subcontractor crew member, or anyone whose time you want to track but who won't be using Structur directly.
No platform login is created
The person can be selected when creating timesheet entries
Their labor hours contribute to project budget calculations based on their hourly pay rate
Time must be entered and tracked by an admin or manager on their behalf
Option B - Assign a license seat
Choose this when the team member needs to access Structur to do their job, logging daily reports, managing tasks, reviewing estimates, entering their own timesheets, and so on.
Click Send Invite to complete the setup
The user receives an email to create their account
Their access inside Structur is controlled entirely by their assigned role
4. Set the Hourly Pay Rate
Setting an hourly rate for each team member is essential for accurate labor cost tracking in your project budgets.
Go to Settings → Users
Click on the team member's name to open their user details
Enter their hourly pay rate
Save
This rate is used whenever timesheet entries are created for that person. Hours logged against a project cost code calculate to a labor cost that flows directly into the project budget. This applies to both licensed and non-licensed team members, anyone you track time for should have a rate set.
5. Assign Team Members to Projects
Project-level assignments control which users can see and work on a specific project.
Open the relevant project
Go to Settings or Team within the project
Add team members and assign them to a project role:
Sales Rep
Estimator
Project Manager
Superintendent
Field Staff
Users only see projects they're assigned to (unless they have Admin access). This keeps each person's view focused on the work they're actually responsible for.
7. Edit a User
To update a team member's information or role:
Find the user in the team list
Click their name or the edit icon
Update their name, email, phone number, or role
Save changes
Role changes take effect immediately. When a team member's responsibilities shift, update their role promptly so their access reflects their current position.
8. Deactivate or Remove a User
When someone leaves the company or no longer needs access:
Find the user in the team list
Click the three-dot menu or edit
Select Deactivate or Remove User
Confirm the action
Deactivating a user removes their access but preserves all their historical data, daily logs, tasks, timesheet entries, and anything else they created stays in the system. Removing a user may also affect your billing seat count. Check your plan details for the exact billing rules.
9. Monitor Team Activity
Use the Last Active column in the team list to see when users last logged in. This helps you identify accounts that haven't been used in a long time, a signal to either follow up with the team member or deactivate the account to manage your seat count.
10. How Timesheet Tracking Works Per User Type
Once a team member is added and their hourly rate is set:
Licensed users can log in and submit their own timesheet entries, selecting the cost code, entering dates and times, and adding breaks as needed
Non-licensed team members have time entered on their behalf by an admin or manager, using the same timesheet process but initiated by someone else
All timesheet entries, regardless of how they're entered, calculate labor costs against the assigned project cost code and update the project budget automatically
Best Practices
Set every team member's hourly pay rate before creating timesheet entries - Without a rate, timesheet hours don't calculate to accurate labor costs in the budget. Set rates upfront so you're never missing cost data.
Use non-licensed seats for field crew who only need time tracking - Don't pay for platform access for team members who will never use Structur. Add them without a seat and track their time manually.
Assign the most restrictive role that works - A field supervisor doesn't need access to financial reports. An estimator doesn't need to manage team permissions. Match the role to the job.
Assign users to projects, not just the company - Project-level assignments give each person a focused view of only their work. It reduces confusion and keeps sensitive project data appropriately limited.
Remove or deactivate users immediately when they leave - A departed team member with an active login is a security risk. Make offboarding part of your standard process.
Audit your user list quarterly - Check the Last Active column and clean up accounts that haven't been used. It keeps your team list accurate and may reduce your seat count and cost.
Update roles when responsibilities change - A team member who gets promoted or shifts departments should have their role updated the same day. Outdated roles lead to either missing access or over-permission.
Common Questions
Q: What's the difference between a licensed and a non-licensed team member?
A: A licensed team member has a Structur account and can log in to use the platform based on their role. A non-licensed team member doesn't have platform access but can be added to the system for timesheet tracking and labor cost purposes. An admin or manager enters their time on their behalf.
Q: Do I need to pay for a seat for every field crew member I want to track time for?
A: No. You can add team members without a license seat specifically for timesheet tracking. They won't have a Structur login, but their hours can be recorded against project cost codes and their labor costs will flow into the project budget.
Q: What happens to a user's data if I deactivate or remove them?
A: Deactivating a user removes their access to Structur but preserves all their historical data, daily logs, tasks, timesheet entries, and anything they created remain intact. Removing a user may affect your billing seat count.
Q: Why isn't a user receiving their invitation email?
A: Check that the email address was entered correctly. Ask the user to check their spam or junk folder. If the issue persists, resend the invitation from the team list.
Q: Can a non-licensed team member log their own timesheets?
A: No. Non-licensed team members don't have platform access, so their time must be entered by an admin or manager. If a team member needs to log their own time, they require a licensed seat with at least a Field Supervisor role.
Q: When should I use View Only vs. a more active role?
A: Use View Only for anyone who needs to see project information but shouldn't be able to create or change anything, clients reviewing progress, architects checking drawings, consultants monitoring a project, or any external party you want to give read access to without edit rights.
Q: Does changing a user's role affect their access immediately?
A: Yes. Role changes take effect immediately after saving. If a team member is in the platform when you change their role, their access will reflect the new role the next time they navigate or refresh.
Common Mistakes to Avoid
❌ Don't | ✅ Do |
Assign a paid license seat to every team member by default | Add field crew and non-platform users without a seat and track their time manually |
Forget to set hourly pay rates before running timesheets | Set each team member's hourly rate in their user profile before any timesheet entries are created |
Give all users Admin or high-privilege roles | Match each person's role to their actual job responsibilities using the most restrictive level that works |
Leave departed team members as active users | Deactivate or remove users immediately when they leave the company |
Skip project-level assignments and rely only on company-wide access | Assign users to specific projects so they see only the work relevant to them |
Never review the team list after initial setup | Audit your user list quarterly using the Last Active column to clean up unused accounts |