Member Templates

Member Templates let you define reusable presets for the settings applied to new workspace members. This helps ensure that members are created with consistency. A template captures common defaults — such as member type, security role, holiday schedule, time tracking preferences, and notification settings — that are then applied automatically when you create a new member and select the template. Member Templates are a Custom Data entity managed by Workspace Admins. You will find them in the Members category of the Custom Data section of Workspace Settings.

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Creating a Member Template

To create a template, open the Member Templates screen from Custom Data and click the New Member Template button. This opens the Member Template drawer, where you provide the template’s details and defaults. Every field on a template is optional. A field you leave unset simply means “do not prefill this value when creating a member”. When a member is created from the template, only the values you have set are applied. The drawer organizes a template’s defaults into the following sections.

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Details

• Name - The name of the template, shown when you select a template during member creation (Figure 1).
• Description - An optional description to help admins understand when the template should be used.

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General

• Member Type - The member type applied to new members created from the template. This can be Employee, Contractor, or Other.
• Labor Cost Type - The method used to determine the member’s labor cost. This can be Hourly Wage, Fixed Wave Per-Hour, or Fixed Wage Per-Month.
• Billable Workspace Member - Whether the member is billable. Only members configured as billable can record billable time and expenses toward projects.
• Security Role - The security role that determines the member’s privileges within the workspace.
• Authentication Provider - The default authentication provider suggested for the member. See Applying a Template When Creating a Member below for how this interacts with login access.
• Holiday Schedule - The holiday schedule assigned to the member.
• Location - The member’s location.

When the corresponding feature is enabled in your workspace, the General section also includes:

• Default Bill Rate Currency - Available with the Multicurrency feature.
• Business Unit - Available with the Business Units feature.
• Practice - Available with the Practices feature.
• Discipline - Available with the Disciplines feature.
• Ruddr Assistant - Available with the Ruddr Assistant feature. Sets whether the assistant is enabled for the member.

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Time Tracking

• Ability to Track Time Off - Whether the member is allowed to track time off.
• Allowed Time Off Types - When time off tracking is allowed, choose whether the member can use all time off types or only specific ones. Selecting Specific time off types reveals a Time Off Types field where you choose the individual time off types the member can use.
• Time Off Approval - The approval mode used for the member’s time off entries.

When the Timesheets feature is enabled, this section also includes a Timesheet Capacity Setting.

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Expenses

When the Expense Reporting feature is enabled, the Expenses section includes an Internal Expense Approval field that sets the approval mode for the member’s internal expenses.

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Notifications

• Missing Time Reminders - Whether the member receives reminders for missing time.

When the Timesheets feature is enabled, this section also includes Timesheet Submission Reminders and Automatic Timesheet Submission Confirmation. A template defines the mode for time off and expense approvals (for example, automatic approval or manager approval) but does not store person-specific approvers such as a manager, time off approver, or internal expense approver. Those are tied to specific people, which would make a template less reusable. When a template uses manager-based approval, the member’s manager is selected during member creation rather than on the template. Some member details are intentionally out of scope for templates because they are specific to an individual member rather than reusable across many. These include the member’s default bill rate amount and period rows such as capacity and utilization.

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Applying a Template When Creating a Member

When you add a new member to your workspace, you can select a Member Template (Figure 3). Selecting a template automatically prefills the member’s settings with the template’s defaults. You can still change any prefilled value before saving. The values you enter when creating the member always take precedence over the template’s defaults, so a template provides a starting point without locking you in. Login access is decided when you create the member, not on the template. If you create a member with login disabled, any authentication provider suggested by the template is cleared. After you save the new member, Ruddr opens that member’s dashboard so you can finish configuring any remaining details, such as the member’s cost and billable utilization target.

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Editing or Deleting a Member Template

You can edit a template at any time by clicking the edit (pencil) icon on its row in the Member Templates list. Editing a template does not change members who were previously created from it; a template’s defaults are applied only at the moment a member is created. You can delete a template that is no longer needed. As with other Custom Data, all Member Templates can be exported. See the Exporting Custom Data section of the Custom Data article for more information.