---
title: Managing Team Members in OneSuite
description: "You manage your people in **Team**, which has three tabs: **Members** for the roster, **Assignments** for roles, departments and profiles, and **Rates** for billable and cost rates. Keeping this page current means your capacity, reports and invoices use the right…"
url: "https://help.onesuite.io/docs/managing-team-members/"
updated: "2026-10-01"
category: "OneSuite's Team Management"
---

# Managing Team Members in OneSuite

You manage your people in **Team**, which has three tabs: **Members** for the roster, **Assignments** for roles, departments and profiles, and **Rates** for billable and cost rates. Keeping this page current means your capacity, reports and invoices use the right people, projects and prices.

**In this guide you'll learn how to:**

- Edit a team member's details and weekly capacity
- Assign people to projects
- Organize people with roles, departments and profiles
- Set billable and cost rates from a chosen date
- Archive and restore people who leave

## Before you start

- You need access to the **Team** module. Each tab and action also needs its own permission, so you may not see every option below.
- To add someone new, invite them first. See [Inviting Collaborators in OneSuite](https://help.onesuite.io/docs/inviting-teams/).
- Timesheet approvals are no longer a Team tab. They have their own **Approvals** row in the sidebar.

## How to open the Team page

You open Team from the **Company** group in the sidebar.

1. Click **Team** under **Company** in the left sidebar.
2. Pick a tab: **Members**, **Assignments** or **Rates**.

| Tab | What it is for | Who sees it |
| --- | --- | --- |
| **Members** | The roster: each person's departments, hours, utilization and capacity for the chosen week | People who can view team members |
| **Assignments** | **Roles**, **Departments**, **Profiles** and **Assign Users** | People who can view team members |
| **Rates** | Each person's default **Billable** and **Cost** rates | People who can view team rates |

![Team page on the Members tab, showing the roster with the Name, Departments, Hours and Capacity columns](https://help.onesuite.io/wp-content/uploads/2026/10/managing-team-members-1.webp)

On **Members**, use **Search people**, the week picker and the scope menu (**Everyone**, **My pins**, a department or a role) to narrow the roster. Open a row's **⋯** menu and choose **Pin** to keep someone under **My pins**.

## How to edit a team member

You edit a person from their profile: click their name on **Members**, then **Edit profile**.

1. On the **Members** tab, click the person's name.
2. Click **Edit profile**.
3. Choose a section from the left:
   - **Basic info**: name, **Employee ID**, **Type** (**Employee** or **Contractor**), **Job title**, **Roles**, **Departments**, **Capacity**, **Timezone** and notifications
   - **Rates**: their dated billable and cost rates
   - **Assigned projects**: the projects they work on
   - **Assigned people**: the people they manage
   - **Permissions**: their profile and individual permissions
   - **Security**: **Reset password**
4. Make your changes and click **Update info** in **Basic info**, or the save button of the section you are in.

For a quicker edit, open the row's **⋯** menu on **Members** and choose **Edit**. For someone who has not accepted their invitation yet, the same menu offers **Edit**, **Resend invitation** and **Cancel invitation**.

**Note:** you cannot change your own permissions. Someone else with permission has to do it. To learn what profiles and permissions control, see [How to Set Up Profiles and Permissions](https://help.onesuite.io/docs/how-to-set-up-profiles-and-permissions/).

## How to set someone's weekly capacity

Weekly capacity is the number of hours a person is available each week, and it is what their utilization is measured against.

1. On the **Members** tab, click into the person's **Capacity** cell.
2. Type the hours per week and press Enter, or click away, to save.

You can also set **Capacity** in **Basic info** on their profile. Capacity must be between 0 and 60 hours and goes in half-hour steps. If you leave it unset, the person uses your business default, which you set in **Settings**, **Time Tracking**, **Preferences**, **Default weekly capacity**.

## How to assign people to projects

You assign one person to projects from their profile, or several people at once with a bulk action.

**One person:**

1. Open the person's profile and click **Edit profile**.
2. Open **Assigned projects**.
3. Use **Find projects to assign** to pick the projects.
4. Turn on **Manages this project?** for any project they manage.
5. Click **Assign projects**.

Changes in the project list are saved as you make them. To take someone off every project, use **Remove from all projects**.

**Several people:**

1. On the **Members** tab, open the **⋯** (**More actions**) menu above the roster.
2. Choose **Assign to projects**.
3. Work through **Select people** and **Select projects**, then confirm.

If you haven't picked anyone, OneSuite tells you: **Choose at least one person first**.

## How to organize people with roles, departments and profiles

You organize people on the **Assignments** tab, which has four sections.

| Section | What it does | Main button |
| --- | --- | --- |
| **Roles** | Labels that describe a person, such as Designer or QA. Roles organize Team and reports and grant no access. | **New role** |
| **Departments** | Where people sit. Departments scope the roster and grant no access. | **New department** |
| **Profiles** | What people may do. A profile is a starting point, and permissions can differ per person. | **New profile** |
| **Assign Users** | Select people, then give them a role, department or profile in one go. | **Assign role**, **Assign department**, **Assign profile** |

To create a department:

1. Open **Assignments**, then **Departments**.
2. Click **New department**.
3. Enter a **Department name** and choose people under **Who’s on this department?**
4. Click **Save department**.

## How to set rates

A **Billable rate** is what you charge clients for a person's time, and a **Cost rate** is what that time costs your business.

**From today, on the Rates tab:**

1. Open the **Rates** tab.
2. Find the person in the **Member** column.
3. Enter the rate in the **Billable** or **Cost** column.

A change here records a new rate from today. Earlier work keeps the rate it was priced at. If you clear someone's last rate, OneSuite asks you to confirm before it leaves that person with no rate.

**From another date, on the person's profile:**

1. Open the person's profile, click **Edit profile**, and open **Rates**.
2. Under **Billable rates** or **Cost rates**, click **New billable rate** or **New cost rate**.
3. Enter the **Hourly rate** and the **Start date**.
4. Click **Add billable rate** or **Add cost rate**.

A rate cannot start more than ten years from now or before the year 2000. A project can override a person's default rates for the work done on it.

**For several people at once:**

1. On the **Members** tab, open the **⋯** (**More actions**) menu and choose **Set rates**.
2. In **Rate setup**, choose **Billable rate** or **Cost rate**, and **Default rate** or **Project rate**.
3. For a project rate, pick the projects in **Select projects**. Then pick the people in **Select people**.
4. In **Set rates**, use **Bulk apply** with **Set to** or **By %**, then **Apply to all**, and set **Effective from**.

If someone in the selection has no rate yet, a percentage change can't raise it, and OneSuite says so: **1 person has no rate to raise**.

## How to archive someone who has left

You archive a person from the **⋯** menu on their row or profile, and you can restore them at any time.

1. On the **Members** tab, open the **⋯** menu on the person's row.
2. Choose **Archive**.

Archived people keep every hour they tracked, but they are left out of team totals and no longer use a seat. To see them, open the **⋯** (**More actions**) menu above the roster and choose **Archived people**. Click **Restore** to bring someone back.

To archive several people, use **Archive people** in the same menu. **Delete** also appears in a row's menu for people with permission, but archiving keeps the person's history in place.

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## FAQs

### How do I edit a team member in OneSuite?

Click the person's name on the **Team**, **Members** tab, then click **Edit profile**. Their profile has sections for **Basic info**, **Rates**, **Assigned projects**, **Assigned people**, **Permissions** and **Security**.

### What is the difference between a billable rate and a cost rate?

A billable rate is what you charge clients for a person's time. A cost rate is what that person's time costs your business. You need both for profitability reports to show a real margin.

### Should I delete or archive a team member who leaves?

Archive them. Archived people keep every hour they tracked, stop using a seat, and can be restored from **Archived people** if they return.

### Why can't I see the Rates tab on Team?

Your profile does not have permission to view team rates. Ask an admin to grant it, or to make the rate change for you.

### Why didn't a new rate change an old invoice?

Rates are dated, so a new rate applies from its start date forward. Earlier work keeps the rate it was priced at.

### Can I use departments instead of profiles to control access?

No. Departments and roles only organize people and grant no access. What a person can see and do comes from their profile and permissions.

## What to do next

**Bring people in:** Send invitations and set their access with [Inviting Collaborators in OneSuite](https://help.onesuite.io/docs/inviting-teams/).

**Control what people can do:** Build and assign profiles with [How to Set Up Profiles and Permissions](https://help.onesuite.io/docs/how-to-set-up-profiles-and-permissions/).

**Price your team's work:** Override rates per project with [How to Set Up Project Billing and Budgets](https://help.onesuite.io/docs/how-to-set-up-project-billing-and-budgets/).