How to Add Workers to a Project in Raken

Before employees can have time cards created for them in Raken, they need to be in your company directory and assigned to the relevant project. This article covers how to add employees individually or in bulk, and how to manage who appears on each project.

Quick Answer

To add workers to a project in Raken:

Add the employee to your company directory: Directory > Employees > + Employee.
Assign them to the project: Projects > [select project] > Project directory > Employees.
Click + Add employee and select the employee from your directory.

Workers without a Raken login are added as Workers — supervisors enter time on their behalf. To give workers their own login for Time Clock, assign them the Project Worker role.

How to Add Workers to a Project in Raken on the Web

This feature is only available on the Raken web app.

Adding Employees to Your Company Directory

Step 1: Navigate to the Employee Directory

Log in to the Raken web app. Click Directory in the left side menu. Click Employees to view your full employee list.

Step 2: Add an Employee Manually

Click the orange + Employee button in the top right corner. Fill in the employee's details:

First name, Last name (required)
Email and/or Phone number
Employee ID
Classification
Employee groups
Role

Click the orange Save button.

Tip: To add multiple employees back-to-back, check Create another employee before saving — this keeps the form open for the next entry.

Step 3: Add Employees in Bulk via CSV

To upload multiple employees at once, click the ellipsis (...) button near the top right of the Employees page and select Import. Download the sample CSV file, fill in the required fields, and click Upload CSV to import the list.

Assigning Employees to a Project

Step 4: Navigate to the Project Directory

Click Projects in the left side menu. Select the project you want to manage. Click Project directory in the project left side menu, then click Employees.

Step 5: Add or Remove Employees

To add an employee to the project, click + Add employee and select from your company directory.

To remove an employee from a project, click the ellipsis (...) menu next to their name and select Remove from project.

Adding an employee to a project makes them available for time card creation on that project. It does not grant them app access unless they have a login role.

Understanding Worker Roles for Time Tracking

How an employee is set up in Raken determines how their time is tracked:

Worker — no Raken login. Added to projects so supervisors can create time cards on their behalf. Cannot clock in themselves.

Project Worker — has a Raken login with limited access (My Time and Schedule only). Can clock in and out using Time Clock on their own device. Requires the Time Clock add-on.

To invite an employee as a Project Worker, assign the Project Worker role when creating or editing their profile in Directory > Employees.

Troubleshooting & FAQ

What is the difference between a Worker and a Project Worker?

A Worker has no Raken login — they are added to projects so supervisors can track their time. A Project Worker has their own login and can clock in and out on their own device via Time Clock. Project Workers require the Time Clock add-on.

Can I add the same employee to multiple projects?

Yes. Employees can be assigned to as many projects as needed. Their time cards on each project are tracked separately and visible in the global Time tab.

How do I bulk add workers to a project?

Use the CSV import from Directory > Employees > ellipsis (...) > Import to add a large number of employees to your company directory first. Then assign them to projects individually via Project directory > Employees > + Add employee.

Why can't I find an employee in the project directory?

The employee must first be added to your company directory before they can be assigned to a project. Go to Directory > Employees and confirm the employee exists. If not, add them using the + Employee button.

Who can add workers to a project?

Account Administrators can add any employee to any project. Project Administrators and Project Members can add or remove employees on projects they are assigned to. The Can manage employees and Can manage user roles and access permissions in Company > Roles & permissions control additional capabilities.

Technical Specifications


Platform	Web app only
Offline capability	No — requires an active internet connection
Data format	Employee lists importable via CSV
Plan required	No plan restrictions — available on all Raken plans
Add-on required	Time Clock add-on required for Project Worker self-clock-in
Role required	Account Administrator, or Project Administrator / Project Member with appropriate permissions enabled

Considerations

Employees must be in your company directory before they can be assigned to a project.
Adding an employee to a project does not automatically grant app access — login access is determined by their role (Worker vs. Project Worker vs. Project Member, etc.).
Workers (no login) can be assigned to projects and have time cards created on their behalf by supervisors. They cannot clock in themselves.
Project Workers can clock in and out on their own devices but require the Time Clock add-on.
Bulk CSV upload adds employees to your company directory — project assignment still needs to be done manually per project.
Project Administrators can manage employees on their assigned projects only. Account Administrators can manage all employees across all projects.