Managing your team
See who is working, approve and fix timesheets, review OP Desktop screenshots, and set each member's clock-in rules, pay and monitoring.
What it's for
Manage team is the admin side of Team (admins only). It has four tabs:
- Who's working — who is clocked in right now and what happened today.
- Timesheets & Screenshots — everyone's hours by week; approve, fix and add time; look at screenshots.
- Payroll — see Payroll.
- Members & settings — each person's clock-in rules, pay, screenshots and tax setup.
Members who have the team permission can also open Who's working, without the activity column.
Where to find it
Sidebar → Team → ⚙ Manage team. On the Team page, the Manage team button switches to these tabs, and Back to my work switches back.
The screen at a glance
Who's working
- Tiles: Working now (and how many on a break), Hours today (team) — paid time, breaks not counted — and Monitored (people with OP Desktop screenshots).
- Team right now table: member (role, "monitored", and OP Desktop online / last seen), status (Working, On break, Off), since when (or last clock-out), what they are working on, Activity (30 min) as a bar and percent (admins only; red under 30%), and hours today.
- Today's activity — clock-ins, breaks, finished tasks and warnings, newest first.
The page refreshes itself every 30 seconds.
Timesheets & Screenshots
Columns: member, Monday to Sunday hours, Total, Overtime (paid hours over 40 in the week), Timesheet status (Open, Submitted, Approved) and buttons.
Members & settings
The table shows each member's clock-in rule (Optional, Required, or Required · OP Desktop), pay, screenshots, idle auto-out, tax type and OP Desktop status. Click a row to open that member's settings.
Buttons and actions
| Button | What it does |
|---|---|
| Manage team / Back to my work | Switches between your own Team tabs and the manager tabs. |
| ‹ Prev / Next › | Previous or next week on Timesheets. |
| Jump to week of | Pick a date to see its week. |
| + Add missing time | Adds time for someone who forgot to clock in: either a number of hours on a date, or exact start and end times, plus a reason. |
| Approve | Approves a submitted timesheet. |
| Undo | Takes an approval back. |
| 📷 | Opens that person's screenshots. |
| Click a member row (Timesheets) | Shows all their clock-ins for the week with source (OP, OP Desktop, Added by manager) and an Edit button. |
| Edit (a clock-in) | Change the clock-in and clock-out times (New York time) and give a reason. Remove this time deletes it (asks first; a reason is required). The change is kept in the history. |
| ✎ | Shows who changed a clock-in, when, what it was before and why. |
| 🔔 Alert settings | Choose which monitoring events notify you by text and/or in your OP Alerts chat: OP Desktop stops reporting, a key held down / auto-clicker, a mouse jiggler, low activity. All off by default. Workers never see these alerts. |
| Download OP Desktop for Windows | Downloads the screenshot and time app. |
| Save / Cancel (member settings) | Saves or discards the member's settings. |
Screenshots window
Pick a day at the top. For each hour you see a strip of 60 minute-squares (green = active, amber = some activity, red = little activity), the minutes tracked and activity percent, and the screenshots taken that hour with time, activity and the app in use. An Apps & sites table shows time per app. Click a screenshot to view it full size; use ‹ › or the arrow keys to step through. Delete removes a screenshot — admins are asked whether to also remove the roughly 10 minutes around it from paid time.
Member settings
Clocking in
- Must be clocked in to use OP — a red banner shows on every page until they clock in.
- Clock in only from OP Desktop — the OrderPilot clock buttons won't work for them, so screenshots can't be skipped.
- Auto clock-out when idle — minutes without keyboard or mouse before they are clocked out; idle minutes aren't paid. 0 = off.
- Catch a held-down key — the same key held this many seconds clocks them out and texts you.
- Catch a mouse jiggler — perfectly regular mouse movement with no typing clocks them out and texts you.
- Daily hour limit — clocked out automatically once reached. 0 = no limit.
- Show on the Team pages — turn off to hide a former worker without deleting their history.
Pay — Hourly ($/h), Per task (default per task), Salary (per pay period), each with its own on/off switch; Overtime (1.5× hourly over 40 hours a week); Don't pay unverified time (time OP Desktop could not confirm); PayPal email.
Screenshots & activity (OP Desktop) — Take screenshots (silent; the person agrees to monitoring when installing OP Desktop), How many (1 to 6 per 30 minutes, at random times), Blur screenshots, Record apps & window titles, They can delete their own screenshots (deleted screenshots remove those minutes from paid time), Text me on low activity (under a percent for a number of minutes).
Tax setup — worker type (W-2 employee, US 1099 contractor, contractor outside the US), tax form on file, where they live and work, and their W-4, NY IT-2104 and NJ-W4 choices. Taxes are only withheld for W-2 employees.
On the pay stub — employee number, department, last 4 of SSN (only the last 4 digits are stored), mailing address.
How to approve timesheets
- Open Manage team → Timesheets & Screenshots.
- Find rows marked Submitted.
- Click the row to check each clock-in, and 📷 to check screenshots if needed.
- Click Approve.
How to fix a forgotten clock-out
- Open Timesheets & Screenshots and click the person.
- Click Edit on the clock-in.
- Set the correct Clocked out time and type why.
- Click Save. The entry gets a ✎ and the change is kept in its history.
How to require OP Desktop for a worker
- Open Members & settings and click the person.
- Turn on Must be clocked in to use OP and Clock in only from OP Desktop.
- Turn on Take screenshots and choose how many, if you want them.
- Click Save.
- Ask the person to install OP Desktop and pair it from their account menu (Pair OP Desktop).
Tips and troubleshooting
- "OP Desktop not set up" means the person has never paired OP Desktop.
- Activity and screenshots only exist for people using OP Desktop.
- Times are New York time.