Add new users, change user roles, buy Timetracker after your trial ends, make changes to your subscription, view invoices, and apply the "Free" plan
Settings - Misc - User Management
Licensed users - how to view and change user roles
Unlicensed users - adding new users
ADO or Active Directory Groups - adding multiple users
How to set the default role in Timetracker
Settings - Misc - Subscription Management
How to buy 7pace Timetracker after your trial ends
How to change your 7pace Timetracker subscription plan type
How to switch from Annual / Monthly Billing on your 7pace Timetracker subscription
How to change the number of users on your 7pace Timetracker subscription
How to change the billing address on your 7pace Timetracker subscription
How to change the payment details on your 7pace Timetracker subscription
How to change the contact information on your 7pace Timetracker subscription
How to find 7pace Timetracker invoices / credit notes
How to Apply 7pace Timetracker's Free Subscription Plan
User Management Settings
"User Management" resides under the "Settings" page of 7pace Timetracker or from Azure DevOps Organization settings / (Extensions) 7pace Timetracker / Permissions).
If you are a project collection administrator, you can easily assign any of your DevOps users the permissions and user roles they require. If you have a dedicated administrator of a system, that person is no longer required to have an admin role (or a license) in 7pace Timetracker, but can still manage users.
User roles general info
Below are are a few things to keep in mind when assigning permissions/user roles to your team members:
- Assignment of user roles determines the information and pages accessible to the user.
- All users who have access to 7pace Timetracker can create worklogs.
- Users have full control over their time tracking.
- If a worklog has been added by someone on behalf of a user (e.g. by a manager for a developer), both the manager and developer can alter that worklog the first time, however, as soon as the developer makes any changes, it can be altered only by that developer going forward, unless under "Settings" -> General -> Rules, a specific role has been selected in the "Editing Time" dropdown, allowing that role to edit other users' time.
- A user assigned the "NONE" role has no access to 7pace Timetracker. DevOps Server (on-prem) users assigned to "NONE" will still see the "7pace Timetracker" tab, but will only see a “You don't have access to this feature” message if they select it. They will see the "7pace Timetracker" section on the work item form where the "Start Tracking" and "Add Time" buttons usually are, but instead of the buttons displaying, they will see ,"You don't have access to this feature." If they try to click on any page within 7pace Timetracker, they will see a "This door is locked" message. DevOps Services (cloud) users set to "None" will not see the “Time” (or "7pace Timetracker") tab or any 7pace Timetracker pages at all.
- Changes made on DevOps Server's own time management field "Remaining Time" are not restricted by 7pace Timetracker, even if these fields are set to be under the control of 7pace Timetracker.
Licensed users - how to view and change user roles
Clicking on the blue path link, as depicted in the above screenshot, brings you to the Permissions page, defaulting to show licensed users of 7pace Timetracker.
Clicking on a user causes their current role to display ("Administrator", in the example, below) and a list of assignable roles to display on the right.
You can click on multiple licensed users (or click "Select all") and assign them to a new role all at once (helpful for larger teams) .
Important: When you select a user in the left panel and then click on a corresponding "Role" in the right panel, the role that you assign to that user is immediately effective without having to "save" anything, with the exception of the "None" role, which will ask for confirmation.
Unlicensed users - adding new users
Clicking on the blue "+ Add Users" button causes a separate window to open, displaying unlicensed users.
Select a user (or multiple users, if applicable) and then click on the "Assign Role" dropdown arrow on the right panel.
To save your changes, click the blue "Add users" button at the bottom-right of the window. The window will close and the unassigned user should now display within the licensed window.
How to add multiple users in ADO or Active Directory Groups
It is possible to add multiple users that belong to the same Active Directory Group or Azure DevOps Group.
1. On the Organization Settings -> Extensions -> 7pace Timetracker -> Permissions page, click on the Add Users button.
2. Type the name of the user group. Once selected, you will see the list of all current users that belong to this group.
3. Cherry-pick specific users or use the “Select all Unlicensed Users” option.
4. Assign roles to the selected users that belong to the group at that point in time.
Important: Each license is assigned to an individual user and not to a group. As DevOps doesn't have webhooks on user group changes, it is not possible to dynamically un-assign licenses from users who are removed from the group or to assign new licenses to new members.
If you need to automate the process of license allocation within a certain group, we suggest using a Windows Scheduled Task that would monitor the group’s user list and then assign or unassign roles with a POST to call the /api/rest/users/roles endpoint of TimeTracker’s REST CRUD API.
How to set the default role in 7pace Timetracker
As a project collection administrator, you can select the "Default" role that is automatically assigned to new users of 7pace Timetracker.
From the "Default Role" dropdown, select the role that best suits the desired permission level for your "Default" role.
Page refreshes and "Role was successfully changed" message displays at the top of the page.
Important: All users assigned to the "Default" role, now or in the future, will instantaneously inherit these new permissions.
Subscription Management Settings
How to buy 7pace Timetracker when your trial ends
Only a project collection administrator will see the “7pace Timetracker Free Trial” countdown (for more information, click here). Clicking on it will present additional options and links:
In addition to the “7pace Timetracker Free Trial” countdown, only a project collection admin can see the “Buy Now” option and can purchase 7pace Timetracker.
Users who are not project collection admins will not see this “7pace Timetracker Free Trial” notification bar, the "Why am I seeing this?" link or the “Buy Now” button.
1. To purchase 7pace Timetracker during or after your trial ends, either click on the "Buy Now" button on the blue trial notification bar, navigate to "Settings" within 7pace Timetracker -> "Subscription" (non-admin users don't have access to the "Subscription" page of 7pace Timetracker) and click on the blue hyperlink or follow direct path Organization Settings -> Extensions -> 7pace Timetracker -> Subscription:
Your current plan, in this case, "Trial", displays.
2. Click on the "Buy Now" button.
The plan selection page displays plans that are applicable to the number of users in your organization. In the screenshot, above, there are 14 users in this organization, and all 14 are assigned to 7pace Timetracker. Therefore, the "Ultimate" plan, which requires a minimum of 20 users, is grayed out. Additionally, the "Free" plan, which requires that there be a maximum of 3 users assigned to 7pace Timetracker, is also not available.
3. Click on "Buy" on the plan in which you're interested. In the example, above, we will purchase the "Start" plan.
The amount for your subscription, based on the number of users, displays, defaulting to an annual payment. You can toggle back and forth between "Annual Billing" and "Monthly Billing" to see the price difference.
4. With "Annually Billing" selected, click on "Buy Now".
You order total displays.
5. Click on "Proceed to Checkout".
Add your account details window displays.
6. Type in your account details and click "Next".
The billing details page displays.
7. Enter your billing information and click "Next".
The payment details screen displays.
17. Add your payment details and click "Next".
A summary page of your information displays.
18. Click the Terms of Service and Privacy Policy checkbox and click the "Pay & subscribe" button.
The activation screen displays the current plan and other relevant information.
Change Your 7pace Timetracker subscription plan type
1. To change your current 7pace Timetracker subscription, navigate to "Settings" within 7pace Timetracker -> "Subscription" (non-admin users don't have access to the "Subscription" page of 7pace Timetracker):
Your Activation Information page displays.
2. Under "Current Plan", click the blue "Change" button.
The plan selection page displays. Depending on the number of users selected in the "Users Assignable" dropdown, the plans applicable to the number of users displays. In this case, because you have less than 20 assignable users selected, the "Ultimate" plan is not available as a selection. Because you have more than 3 assignable users selected, the "Free" plan is also not available.
3. Under "Team", click on the blue "Upgrade" button.
Your order details page displays. Because you already had an existing "Start" annual plan, the difference in price between the two plans is computed and shown in the "Billed immediately" field. Because the "Team" plan is an upgrade from the "Start" plan, the cost of the original plan is deducted from what you are about to pay for your original plan. Likewise, if you decide to downgrade your plan, any overage will remain as a credit on your account to be applied to your next invoice.
4. Click "Buy Now".
Activation Information page displays the updated plan and relevant information.
How to change from Annual / Monthly Billing
1. To change your current 7pace Timetracker subscription from annual billing to monthly or vice versa, navigate to "Settings" within 7pace Timetracker -> "Subscription" (you must be a project collection administrator to have access to the "Subscription" page of 7pace Timetracker):
The Activation Information page displays your current plan. In the above example, it shows that the plan is an annual one for 1 year.
2. Under "Billing", click the blue "Change" link.
The "Your Order" page displays, defaulting to the opposite selection that you currently have. In the example, above, the original subscription was an annual one, so when the order page displays, "Monthly" is the default.
3. Click the blue "Change" link.
Under "Billing", your subscription plan information now displays as "Monthly".
How to change the number of users on your 7pace Timetracker subscription
1. To change the number of users on your 7pace Timetracker subscription, navigate to "Settings" within 7pace Timetracker -> "Subscription" (you must be a project collection administrator to have access to the "Subscription" page of 7pace Timetracker):
2. In the "Users" section, click on the blue "Change" link.
The users information window displays.
3. In the "Users Assignable" section, use the up and down arrows to change the number of users to the new amount.
The plan dollar amount changes to reflect the new number of users.
4. Click the blue "Continue" button on the applicable plan.
The "Your Order" page displays, showing final dollar amounts.
5. To finalize the change, click "Buy Now".
Please Note: To decrease the number of users on your subscription to less than the number of users you currently have assigned to 7pace Timetracker, you must first navigate to "Settings" -> "User Management" (Organization Settings -> Extensions -> 7pace Timetracker -> Permissions) and change the user roles of the appropriate number of users to "None".
Change the billing address of your subscription
1. To change your 7pace Timetracker billing address, navigate to "Settings" within 7pace Timetracker -> "Subscription" (non-admin users don't have access to the "Subscription" page of 7pace Timetracker):
2. At the top of the page, click on "Billing".
3. In the "Billing Address" section, click on "Manage Billing Address".
A popup window displays, allowing you to edit your billing address.
.
Make desired changes and then click the "Update" button.
Change the payment details on your subscription
1. To change your 7pace Timetracker payment details, navigate to "Settings" within 7pace Timetracker -> "Subscription" (non-admin users don't have access to the "Subscription" page of 7pace Timetracker):
2. At the top of the page, click "Billing".
3. In the "Payment Details" section, select "Adjust Payment Details".
4. Type in your payment details in the required fields and click "Add".
Change the contact information on your subscription
1. To change your 7pace Timetracker contact info, navigate to "Settings" within 7pace Timetracker -> "Subscription" (non-admin users don't have access to the "Subscription" page of 7pace Timetracker):
2. At the top of the page, click "Billing".
3. In the "Contact Info" section, select "Manage Contact".
4. On the resulting popup window, make any necessary changes and click "Update".
How to find 7pace Timetracker invoices or credit notes
1. To view 7pace Timetracker invoices, navigate to "Settings" within 7pace Timetracker -> "Subscription" (non-admin users don't have access to the "Subscription" page of 7pace Timetracker):
2. Click on "Invoices".
All invoices and credit notes display.
You can click on each invoice or credit note to download and/or print.
How to Apply 7pace Timetracker's Free Subscription Plan
Please note: To apply the "Free" plan (maximum of 3 users), if you aren't currently on a trial of 7pace Timetracker, you must first cancel your current subscription. In addition, our "Free" plan is only available for 7pace Timetracker (cloud), not the on-premise version. 7pace Timetracker Free is limited to 3 users and 500 visible worklogs per account with community support.
1. To cancel your current 7pace Timetracker subscription in order to switch to the "Free" plan, navigate to "Settings" within 7pace Timetracker -> "Subscription" or from Azure DevOps Organization settings / (Extensions) 7pace Timetracker / Permissions). Please note that you must be a project collection administrator to have access to the "Subscription" page of 7pace Timetracker.
Your Activation Information page displays. You'll see that 13 users are currently assigned a license, in the example used, above.
2. Click on the blue "Cancel Subscription" link.
The cancel subscription confirmation popup window displays, with "Cancel Immediately" defaulting to checked.
3. Click on the "Confirm Cancellation" button.
Page refreshes and "Current Plan" displays as "Cancelled".
4. Click on the blue "Buy Now" button.
The plan selection page displays and because in this example there are more than 3 users assigned to 7pace Timetracker, the "Free" plan is grayed out and unavailable as a selection.
5. Close out the window and click on "Permissions".
The organization users who are licensed and unlicensed to 7pace Timetracker display.
6. Click on a user's or multiple users' name(s).
The various user "Roles" display on the right side of the screen.
7. Select "None" as the user role for however number of users is required to bring the count down to 3 or less.
A confirmation popup message displays.
8. Accept the user message so that only 3 users or less are licensed to 7pace Timetracker.
9. Click on "Subscription" again.
The "Free" plan option now displays as available.
10. Click on "Switch" to change to the "Free" plan.
The "Free" plan is applied and active.
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