Understanding user roles & access permissions

In Clockify, different user roles have assigned specific permissions to perform various tasks and access features. Understanding user roles and permissions is essential for effective collaboration and efficient workflow management. This article provides an overview of the user roles and their corresponding access permissions in Clockify. 

For more information about Admin, Manager and Regular user roles and their access permissions, check out these individual articles.

Roles #

Admins  #

Admins have the highest level of access and control within Clockify. They are responsible for managing workspace settings, user permissions, and overall workspace administration. There are two types of admins in Clockify: 

• Owners
• Admins

Owners hold the highest level of authority in the Clockify app. As the individuals who created the workspace, they possess unparalleled control over workspace management. Owners have all the privileges of admins but also possess exclusive rights such as the ability to transfer ownership to another user and set up Single Sign-On (SSO). Additionally, owners are the only ones who can initiate the deletion of the entire workspace, which occurs if they leave or delete their account.

Admins have significant control and authority within the Clockify app. They are responsible for managing workspace settings, user permissions, and overall workspace administration. Admins can perform actions such as creating and managing projects, assigning user roles, and defining billable rates. 

Managers #

There are two types of managers in Clockify: 

• Project Managers 
• Team Managers

Manager role is a paid feature, which you can enable by upgrading your workspace to Standard, Pro, or Enterprise plan.

Project Managers can view tracked time on their projects, manage project details, launch Kiosk if enabled and approve submitted timesheets. 

Team Managers, on the other hand, can view all tracked time of their team members, edit their team’s time if enabled, and approve submitted timesheets. 

Regular users #

Regular users have limited permissions compared to admins and managers. They can track time, view their own and others’ time entries, and perform basic project-related tasks such as creating and editing tasks. Regular users can also see other members of the workspace and participate in projects assigned to them.

Actions #

• Track Time
  Regular users can track time on public and private projects, while managers* and admins have access to projects.
  *Depending on their type and permissions
• See Time
  Regular users can view their own and others’ time entries based on permissions, whereas managers and admins have broader visibility across projects and users.
• Add/Edit Time 
  Regular users can edit their own time entries within certain constraints, while team managers and admins have broader editing capabilities.
• Rates
  Admins and managers* can define and edit rates, while regular users have limited visibility.
  *If enabled
• Projects
  Regular users can create and manage projects based on permissions, while managers and admins have full control over all projects.
• Tasks
  Similar to projects, regular users have limited task management abilities compared to managers and admins.
• Users
  Regular users* can view other members, while managers and admins have additional user management capabilities.
  *If enabled