For a quick overview, check the People video guide.
People at Float
People in Float include your full-time and part-time employees, temporary contractors, and any other resources (like placeholders) that you want to schedule. The Account Owner, Admins, and Managers with access to create and edit people can add people to your Float team.
Adding people doesn’t automatically grant them access to Float. Access is optional. To let someone log in to your team, you’ll need to assign them access rights and send them an invite.
Anyone who appears on the Schedule, regardless of whether they have account access, is considered a Person in Float and requires a paid seat.
Add a person manually
There are a few different ways to add a person to your team:
Click the + button in the top-right of Float and then Add person.
Click the person icon in the top-left above your team on the Schedule or People page.
Use the keyboard shortcut Shift+E.
Import people
In addition to manually adding people, you can upload your team members using the CSV import or one of the project management integrations. Click here to learn how to import people.
People quick-add for trial users
Trial users can quickly add people using the Add team members button on the People page.
Info tab
The Info tab contains general information about the person.
Role
Defines the person’s role within your organization.
Includes default role rates - bill rate and cost rate (if set).
Used for resource planning and financial reporting across projects.
Cost rate
Represents the cost to your business for employing the person.
Typically includes salary, benefits, and overhead costs.
Used to calculate the actual cost of delivering a project.
You can review the past and future rates (if set) with View changes.
Bill rate
Reflects the rate you charge clients for this person’s time.
Used to calculate project revenue and profitability.
Department
A functional or organizational unit of people with similar skills, expertise, or responsibilities.
You can sort and filter the Schedule by department or limit a person's view to one or more departments.
Tags
Used to label individual skills, certifications, or specializations.
Helpful for quickly filtering or identifying team members.
Type
Identifies the resource category:
Employee
Contractor
📝Note: Unassigned roles is not the people type you can assign. It's a planning feature used to allocate work by role before assigning it to a specific employee, contractor, or placeholder.
Managed By
Displays the name of the person’s direct manager (if assigned).
📝Note: A person can only be directly managed by one Manager at a time. If they’re added to another manager’s group (directly or via the Department), they are automatically removed from the previous one.
Access tab
Adding people doesn’t automatically grant them access to Float. Only team members with assigned access rights can access your team's account.
In the email field, enter the person’s email address. If your team has a domain restriction set, the email must match one of the allowed domains.
Updating email address
Once a user accepts the invite, their email address becomes read-only. To update a team member’s email:
Click the x next to their access - it will make the email field editable.
Remove the old email.
Enter the new email.
Assign access rights.
Click Update & invite person.
Access
Assigning access rights to a person sends them an invitation to join your team and log into Float. People on your team can be assigned Member, Manager, or Admin access rights.
Sending an invite
Once a person's email address is entered and the access rights are assigned, you can send them the invite with Update & invite person.
Resending invite
The invitation expires after seven days. If the link expires or the invitation email is lost, you can resend it with Resend invite.
Availability tab
Start and end date - Reflects the team member’s start and end dates with your organization. This is great for onboarding new hires or maintaining a historical record of past team members' work without impacting your reporting.
📝Note: Updating the start date removes any allocations scheduled before that date.
Full-time/part-time - Reflects a team member’s working days and hours.
Full-time: Uses the team’s default working hours per day and days per week.
Part-time: Lets you customize that person’s availability without affecting others.
Notes - Any additional information about the person. The character limit for notes is 1500 characters. The Notes field supports hyperlinks and can be used to link to outside documents.
Time off tab
Time off types - Review or assign time off types that a team member can choose when booking or requesting time off.
Public holidays - Review or assign a public holiday region that a team member belongs to. Public holidays in that region will automatically be treated as non-working days for that person.
Projects tab
The Projects tab shows all the projects a team member is part of. When you add a project in the Assign a project field, that team member is added to the project’s team.
📝Note: Allocating time for a project to the team member directly on the Schedule automatically adds the project to the team member’s project list.
To remove a person from a project, click the x next to the project and confirm. Doing so will permanently delete all logged and scheduled time for the person on this project.
Manages tab
If a person is set as a Manager with permission to Add and approve time off for People they manage, an Admin, or the Account Owner, their profile includes the Manages tab. It lists the people and/or departments they are in charge of in terms of time off - they can schedule and/or approve time off and set a status for the people they manage.
📝Note: Account Owner and Admins can add and approve time off for all team members, regardless of who is listed in their Manages tab. However, adding people to this tab ensures they receive time off notifications for those individuals.
Once set, the manager's name is displayed in the Managed by field of the direct report's Info tab.
Additional information
If no resend invite link is available in a person's profile, the invitation has already been accepted. If a person has trouble logging in, they can request a password reset.
Custom fields are currently not supported in the people menu. We recommend using the Notes field in the Availability tab or people tags to store any extra information about your team members.
When you try to add a new person after your team reaches the current seat limit, you will see the "You have reached your plan limit. Please upgrade your plan to add more people" warning. Your team's Account Owner can add more seats in the Team Settings > Plans & billing. You can still remain on the same plan (Starter/Pro/Enterprise) as there is no seat limit on each of them, but you'd need to increase the seat limit or archive people who you no longer need to schedule to free up the license.