Who can do what (permissions)
Three user access levels #
- Admins: can see and edit everything
- Regular users: mostly track time
- Managers: can manage projects and approve timesheets
| Regular user | Manager | Admin | |
| Track time | On public and their private projects | All | |
| See time | Their own and other users’ time (unless disabled) | All time for their projects/users | All |
| Add/Edit time | Their own time (unless locked) | Team managers for their users (unless disabled) | All |
| Rates | See rates and amounts (unless disabled) | Edit rates on their project (unless disabled) | See and edit all |
| Projects | Create projects and see status (unless disabled) | Create projects and see status (unless disabled) | See and edit all |
| Tasks | Create and edit tasks (unless disabled) | Edit and add tasks on their projects | See and edit all |
| Users | See other members (unless disabled) | Add members to their projects | All (But only Owner can remove Admin role) |
| Workspace | Create 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)
- Admin
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
- Only the Owner can set up SSO
- 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.
Admins can:
- Give other people Admin rights
- Assign users to groups
- Invite people to the workspace
- Set users as inactive/active
- See and define billable rates for workspace and team members
- See all time entries at all times, and edit them in Detailed report
- See and edit all projects
- See status of all projects
- Give and revoke manager rights on all projects
- Change project visibility and change estimate option
- Edit workspace settings
- Edit pending time entries and expenses
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 Project managers 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 workspace settings)
- Create tags, projects, tasks, and clients (if not disabled in workspace settings)
Managers #
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: #
- Create, see and edit new projects (if Who can create projects and clients is set to Admins and project managers or Anyone)
- See and edit all details on their projects
- Create, see and edit tasks of their projects, even if task creation is allowed to Admins only or if Who can create tasks is set to Admins and project managers then they will be able to create tasks on all other projects too
- Add and remove team members to their project
- See and edit project billable rates, and see and edit budget (if Who can see hourly rates and amounts is set to Anyone)
- 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)
- Create and publish assignments in Schedule
- Add milestones in Schedule
- Launch kiosk (along with Team manager) if enabled in the workspace settings
Team managers can: #
- See all their users’ time in Reports
- Approve their users’ timesheets
- See Reports page (even if it’s hidden from Regular users)
- Add/edit pending time entries and expenses (unless locked)
- Add time entries and expenses for their team members (if Who can edit time and expenses for others is set to Admins and Team Managers)
Who can see and edit time entries #
Admins can see and edit all time entries at all times.
Workspace Owners and Admins can add entries to archived projects on Detailed reports.
Team managers can see their own time, their team’s time, and add/edit their team’s time (if enabled in workspace settings).
Regular users and Project managers can:
- See and edit time entries they made
- See all time entries others made (if enabled 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 and expenses.
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 hourly rates and amounts” to Admins, 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 hourly rates and amounts” to Anyone, Regular users and Managers 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
- If you set “Who can see and change billable status of time entries and expenses” to Admins, Regular users and Managers won’t be able to see and change billable status of their time entries, plus won’t be able to see how much billable time they’ve tracked.
- If you set “Who can see and change billable status of time entries and expenses” to Anyone, Regular users and Managers will be able to see and change billable status of their time entries, plus to see how much billable time they’ve tracked.
Admins can see and edit all billable rates and change billable status (workspace, team member, and project).