Want to invite your team to Float? Good thinking! Using Float as a team makes it easier to have the data and workflows needed to streamline your project and capacity planning.
Team members can track their time off to keep their availability updated, project managers can add plans and allocate work, while people managers can approve time off requests and manage their team members' roles and schedules.
All together as a team, you can make sure you're aligned on what work needs to be done and when—no more confusion or lack of visibility into project progress.
Let's take a look at the people you can add and how.
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Bulk import to populate your schedule
Instead of manually adding your team members, you can bulk add them first using our import options. Then, you can invite them by adding their email address.
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Who should I add in Float?
People invited to Float are divided into two types: Scheduled users and Guests.
✔️ Scheduled users are anyone who is allocated work on the Schedule. Essentially, any user who needs to be scheduled on tasks or projects, and track their time off. In our Float team, for example, everyone is on the Schedule, so we can all have a view of availability! The number of scheduled users determines pricing for paid accounts.
✔️ Guests are anyone who doesn't need to appear on the Schedule. You can have as many guests as you want in Float, free of charge.
Though it's good to add your entire team in Float for the best visibility into work and capacity, think about who needs to be invited first.
For example, you may need someone with high-level permissions to help you set up workflows or someone who's able to add and edit projects and populate your project plans. Or, you may start adding team members to see what the Schedule looks like.
Here are the people you can add and invite into Float and why you should:
1. Admins
Admin users can edit people, projects, and most settings within Float. Invite admins if you want help setting up your account, e.g. public holidays, regions, or default settings.
2. Project Managers
Anything you want to be done on the project level (adding projects, phases, milestones, or assigning work) can be done by these folks. Invite your project managers when you're ready to start setting up your projects—let them get familiar with project planning features such as phases, budgets, and dependencies.
3. People Managers
People managers manage the team members who appear on the schedule, and they may often appear on the schedule themselves. It's a good idea to invite people managers and ask them to set up the profiles of their team members (and send them invites in turn).
4. Team Members
Team members are those who get the work done! These folks appear on the Schedule at Float—without them, it'll just be a blank space. If you want to add them before inviting them, just don't add their access rights and email address yet, only their profile. This way, you can see how they appear on the schedule along with work allocations. When you're ready to invite them, they'll also be able to see their schedule, post status updates, and send time off requests via Float—enabling the team to track their capacity in one single place.
5. Additional guests
You may have people who need access to Float without having to be allocated work or make any changes. These folks may be, for instance, finance people who want to track billing and budgets. Everyone except people who appear on the Schedule is a guest.
1. How to invite your team
Decided who you need to invite? Then let's go ahead and do so!
1.1. Invite scheduled users
Scheduled users are the heart of your Schedule in Float. Inviting them will help you truly see how Float helps you manage workloads, as they'll be able to see and track their project work, as well as book time off. This will enable you to manage capacity effectively and eventually create better project plans.
When adding these users, you can add information such as role, location, and department. Leave fields blank if you're not ready to add everything yet or if you're just scoping for a role.
But, in general, it's a good idea to add as much information as possible—each piece of data will make your reports richer and support your planning process. For example, location will ensure a team member will have the right public holidays blocked on their Schedule, and role will help you find the best person for any job that comes up.
People will get invited when you add their email address to their profiles. If you're not ready to invite them just yet, add their other information and leave the email address field blank.
To do ⚡
Add a person and set their:
Info:
✅ Name and email address
✅ Role
✅ Department
✅ Tags, e.g. skills and location
✅ Type, e.g. employee, contractor, or a placeholder (perhaps for a new hire)
✅ Hourly rate
Access:
✅ Access type, e.g., Team Member, Manager, or Admin
Manager permissions are customizable, so you can select who they can see on the Schedule, e.g., everyone or departments, and who they manage, e.g., people and/or projects.
Availability:
✅ Individual default availability
Full-time people will be preset to your team's default work hours and location. You update their public holidays region, e.g., mine is set to Attica, Greece, whereas my manager's is NSW, Australia. For people that aren't available for the default (full-time) capacity, you can update their part-time hours directly.
1.2. Invite guests
Guests are the people who need access to Float but are not expected to be allocated work. Add them in Float when you need to and determine their access rights.
[fs-toc-omit]The best teams plan together!
Projects involve many stakeholders and moving parts, so it can be a pain keeping track of them all—unless you're using a tool like Float!
Float will become your single source of truth for capacity and project work, making it easy for you to see progress, and keep workloads manageable and everyone in sync.
Invite your team and you can all work together to make planning a breeze. 😌
