Three user access levels #

  • Admins, who can see and edit everything
  • Regular users, who mostly track time
  • Managers, who can manage projects and approve timesheets

Note: anyone with a link can see a public shared report, even if they don't have a Clockify account.

Regular userManagerAdmin
Track timeOn public and their private projectsAll
See time Own and other's
(unless disabled)
All time for their projects/usersAll
Edit timeOwn time
(unless locked)
Team managers can only approve their users' timeAll
RatesSee rates and amounts
(unless disabled)
Edit rates on their project
(unless disabled)
See and edit all
ProjectsCreate projects and see status
(unless disabled)
Edit their projects and see statusSee and edit all
TasksCreate and edit tasks
(unless disabled)
Edit and add tasks on their projectsSee and edit all
UsersSee other members
(unless disabled)
Add members to their projectsAll
(But only Owner can remove admin role)
WorkspaceCreate new workspace
(unless on subdomain)
Edit workspace settings
(Only owner can delete workspace)

Admins #

There are two types of admins:

  • Owner (the person who created the workspace)
  • Regular admin (anyone who's added to Admins group).

The difference between admin and owner:

  • Only the owner can remove Admin role from someone or deactivate some admin
  • Only the owner can transfer the owner role to someone else.
  • No one can deactivate or delete Owner from workspace
  • When the owner leaves the workspace (or deletes their account), the whole workspace is deleted, forever.

There can be more than one admin, but there is only one owner. The owner can transfer the owner role to someone else at any time.

Only admins can:

Regular users #

Everyone you invite on a workspace is a regular user by default.

They can become an admin if an existing admin adds them to Admins group.

Regular users can become a project manager if they create a project (if enabled in workspace settings); or if an admin or an existing project manager gives them manager rights on a project.

Regular users can:

  • When tracking time, select a public project or a private project they are members of
  • Select any tag when tracking time (and create a tag, if not disabled in workspace settings)
  • See personal dashboard (and Team Dashboard, if not disabled in workspace settings)
  • See status on their projects (unless disabled in workspace settings)
  • See all active and inactive users, and who belongs to what group
  • Create projects and automatically gain Manager role for that project (if not disabled in workspace settings)
  • See and edit their own time entries (as long as they're not locked)
  • See other people's time entries (if not disabled in workspaces settings)
  • Create tags, projects, tasks, and clients (if not disabled in workspaces settings)

Managers #

Project managers are regular users who have a Team Manager and/or Project Manager.

Admins can make people managers. Managers can be set and changed on the Team page.

Project managers can also be set on the project's Access tab.

Also, the user who creates a project is automatically a project manager of that project.

Project manager rights apply only to projects where they have the manager role. There can be more than one manager on a project.

Project managers can:

  • See and edit all details on their projects
  • See and edit tasks of their projects, even if task creation is allowed to admins only 
  • Add and remove team members to their project
  • See and edit project billable rates, and see and edit budget (if "Who can see billable rates and amounts" is set to Everyone)
  • Delete their projects
  • See their project's status
  • See all tracked time for their projects in reports
  • See Projects page (even if it's hidden from regular users)

Team managers can:

  • See all their users' time in Reports
  • Approve their users' timesheets
  • See Reports page (even if its hidden from regular users)

Note: Managers cannot edit other team members' time, only Admins can.

Who can see and edit time entries #

Admins can see and edit all time entries at all times.

Everyone else (regular users and project managers) can:

  • See and edit time entries they made
  • See all time entries others made (if not disabled in workspace settings)

So by default, everyone in your workspace can see all time entries. Once you have extra features enabled, you can prevent regular users from being able to see other people’s time entries in workspace settings when you set "Regular users can see: Only their own time".

Who can see billable rates and amounts #

You can control in your Workspace settings whether billable rates and amounts are visible to others or not:

  • If you set "Who can see billable rates and amounts" to Admins only, regular users and managers won't see any monetary amounts in reports and project status, or billable rates anywhere
  • If you set "Who can see billable rates and amounts" to Everyone, regular users will be able to see amounts for all time entries on public projects and for all time entries they made, and managers will be able to edit billable rates on projects they manage

Admins can see and edit all billable rates (workspace, team member, and project).