Roles & permissions
What a member may record themselves, whose time they see and what they manage is set by their role. Under Team → Roles Owners and Admins adjust the built-in roles and create custom ones.
Step by step
- 01
Four built-in roles
Owner and Admin are fixed: they always hold every permission. Manager and Member are adjustable — Owners and Admins can change their permissions and restore them with “Reset to default”. Member is the role new members get when invited.
- 02
The “Roles” tab
Only Owners and Admins see it: on the left the roles in three groups (Fixed, Adjustable, Custom) with their member counts, on the right the editor of the selected role. In the workspace settings, “Manage roles” leads straight here. Which role a member has is changed on their page.
- 03
Record own time
Seven switches: “Record working time in the app”, “Record working time at the time clock (terminal)” plus Vacation, Sick leave, Doctor’s visit, Time off in lieu and Other absence — each on its own. App and time clock are separate: the front office books only at the wall, the field team only in the app, and a role may also hold both. Without the app permission, authorised members record the time for that person. A workspace can also let members record sick leave themselves while vacation is entered by management. The app row always applies; the time-clock row only while the time clock is on, the absence switches only with absence tracking.
- 04
For others
“See time entries of others” has three levels: No, Own groups or Everyone — the scope in Reports, time accounts and other members’ calendars. “See absences of others” has the same three levels but stands on its own: whoever holds it sees in the leave planner who is away when — without those people’s time entries. “Correct time entries of others” and “Enter absences for others” act within the “See time entries of others” scope and can be granted separately: whoever enters vacation for others is not thereby allowed to change working time. The reasons of others’ absences are visible only to whoever holds “Enter absences for others”; everyone else sees vacation as “Vacation” and every other absence as “Absent”. The personal Time Tracker and your own Calendar always show only your own entries.
- 05
Administration
Members (invite, deactivate, roles and groups), Leave accounts & target hours, the hierarchy levels (with your own labels), Billable rates & amounts, Cost rates and the Workspace settings — one switch each.
- 06
Custom roles
“New role from copy” creates a custom role with the permissions of an existing one; adjust name, description and switches afterwards. A role can be deleted only once no member holds it. There are no per-person exceptions — an exception is a custom role.
- 07
Features switched off
While a feature is off in the workspace — absences, target hours, billable rates, cost rates or the time clock — the rows that depend on it appear greyed with a note. They stay stored and apply again as soon as the feature is switched on.
- 08
Owner-exclusive
Payment and subscription, deleting or deactivating the workspace and assigning the Owner role are reserved for Owners — even an Admin cannot perform them. Owners and Admins manage roles; it cannot be granted to any other role as a single permission. Only Admins and Owners may reopen a closed period.
Members should record sick leave themselves but vacation only via management — how?
Open the Member role under Team → Roles and switch “Vacation” off under “Record own time”. Management gets the Manager role or a custom role with “Enter absences for others”. A vacation entered for a member is then read-only for them.
I want a member to see all time in Reports — how?
Set “See time entries of others” to “Everyone” in their role — in the Member role for everybody, or in a custom role for specific people only.
Where did the “Time visibility” setting go?
It moved into the roles: “See time entries of others” in the Member role replaces it. The workspace settings show a pointer with a shortcut to the roles in its place.
Does “Everyone” let someone see my Time Tracker entries?
No. The scope applies to Reports, time accounts and other members’ calendars. The personal Time Tracker and your own Calendar always stay scoped to you.
Members should see who in their department is on leave, but no times — how?
Set “See absences of others” to “Own groups” in the Member role and leave “See time entries of others” at No. In the leave planner they then see the members of their groups with vacation as “Vacation” and every other absence as “Absent” — the reason only if the role also holds “Enter absences for others”.