How to add users

Updated on September 25, 2026

Inviting a new user in Rabbiit is a simple, direct process. This step-by-step guide walks you through every step needed to add a new member to your team.

To start, click the Users tab in the main Rabbiit menu.

Users screen with the account team

Step 2: Invite user

Click the Invite user button to open the invitation form.

Modal to invite a new user

Step 3: Fill in the main information

On the Main tab, fill in the new user’s basic details:

Name: Enter the user’s full name.
Email: Enter the user’s work email.
Permission: Select the permission level for the user.
- Regular user: Accesses and uses Rabbiit’s basic features, such as logging hours and viewing projects and tasks.
- Administrator: Full access to all Rabbiit features, including user management, projects, and account settings.
- Superuser: Configured on the permissions page, with access to advanced settings and additional administrative features.
Manager: Select the user’s manager, responsible for overseeing the work and approving time entries, if needed.

Invite user modal, Main tab

Step 4: Set amounts

On the Values tab, set the default amounts for the user:

User billable by default: Decide whether the user is billable or not by default. The default value is inherited by new projects and can be edited on each project.
- Billable: Time logged by the user can be billed to clients.
- Non-billable: Time logged will not be billed to clients.
Default billable hourly rate: Set the user’s billable hourly rate — the amount charged to the client for hours worked. This is not the labor cost per hour.
Cost per hour: the person’s internal cost (salary, charges). The effective-date and history steps are in set labor cost per hour.

Invite user modal, Rates tab

Step 5: Set capacity

On the Capacity tab, set the user’s work capacity (the hour ceiling — not future allocation):

Work days: Select the days of the week the user will work.
Capacity per day: Set how many hours the user will work per day.
Estimated capacity: Set the estimated total capacity per week, to help plan and monitor workload.
Capacity from: Set the capacity start date.
Capacity until: Set the capacity end date, if applicable. If there is no end date, leave the field blank.

Invite user modal, Capacity tab

Step 6: Send the invitation

After filling in all the information, click Send invite to send the invitation to the new user. The user receives an invitation by email and can access the tool.

Frequently asked questions

The email already belongs to someone archived. What happens? The invite still goes through and creates a new active user. The same screen lists the archived people with that email, with the shortcut Open the person's profile to reactivate instead of duplicating. Reactivation sends the access email. The steps are in how to archive, reactivate, and delete a user.