User and Role Permissions Guide

You can assign different roles to various team members to designate the level of access allowed for each team member within your organization. Read on to find out what features are available to each team member’s role. Should you need to change a role, refer to the article here.

Organization Owner

The owner has control over the entire organization. They can add and remove new members, select a plan, add and remove integrations, configure payroll, set budgets, and edit the organization settings. If you want a user to have complete control over the organization, you would make them an organization owner (Full Admin access) which is the only role that has access to see all the pay rates and bill rates of all the users in the organization.

Organization Manager

Managers on an organization level are able to invite new team members, create projects, add and remove users from projects, and view all time tracked and activities (screenshots, activity levels, and apps & URLs). Managers also have access to change the organization settings.
Please note: Managers can see their own pay rates, but not the pay rates of other users.

Project Manager

Managers on the project level can manage, track, and view reports for any projects they are added to. They can also see the information of the users under that project where they have a manager role. Project Managers can see their own pay rates, but not the pay rates of other users.

User

The user is your worker. They can only see their own time data. They aren’t able to see other users on the organization’s details or pay rates, and they aren’t able to see projects that they aren’t members of. Users can see their own pay rates, but not the pay rates of other users.

Project Viewer

This is the access given to clients that are added to the organization. They can view reports for any projects they are added to. They are not allowed to track time or manage settings. Viewers are free.

Multiple project roles

Multiple project roles mean that you have different permissions on more than one project that you are assigned to. You can be assigned to one project as a user and another as a manager and so on.

Team Lead

This role is only available within the Teams feature. This provides a team’s team leader specific access permissions depending on what features are activated for that user. Team leads also have project access when the project is added to the specific team.

Hubstaff Permissions Table

		Organization Roles						Teams
Category	Feature	Owner	Organization Manager	Project Manager	User	Project Viewer	Non-Hubstaff User	Team Lead
Organization	Create an Organization	●	●	●	●	●	●
	Edit Organization	●
	Archive Organization	●
	Restore Organization	●
	Leave Organization		●	●	●	●
	Delete Organization *	●
	Billing	●
Dashboard	View Me Dashboard	●	●	●	●
Dashboard	View Team Dashboard	●	●	Assigned Projects				Assigned Projects
Members	View Organization Members	●	●
	Invite Users	●	●					●
	View and Manage Invites	●	●
	Change User Roles	●	●	Assigned Projects				Assigned Projects
	Manage Teams	●	●					Assigned Projects
	Manage Assigned Projects	●	●					Assigned Projects
	Manage Pay Periods	●
	Manage Pay/Bill Rates	●
	Enable Timesheet Approvals	●
	Set Daily/Weekly Limits	●	●
	Enable/Disable Time Tracking	●	●
	Remove Users	●	●	Self	Self			Self
Teams	Create Teams	●	●
	Modify Team members	●	●					Assigned Projects
	Add/Remove Team Leads	●	●					Assigned Projects
	Modify Team projects	●	●					Assigned Projects
Projects	Create Projects	●	●					Yes. when enabled
	View Projects	●	●	●		Assigned projects		Assigned Projects
	Edit Projects	●	●	●				Assigned Projects
	Archive Projects	●	●
	Delete Projects	●	●
	Add Project Members	●	●	●				Yes. when enabled
	Promote/Demote Users In Projects	●	●	●				Yes. when enabled
	Remove Members In Project	●	●	●				Yes. when enabled
	View Project Members	●	●	●		Assigned projects		Assigned Projects
	View Project Budget	●	●	●				Assigned Projects
	Manage Project Budget	●	●	●				Assigned Projects
	Leave Project	●	●	●	●			Assigned Projects
	Transfer Projects (Same Account)	●
Tasks	Add/Edit/Remove Tasks	●	●	Assigned Projects	Assigned Projects			Assigned projects
Tasks	Mark Tasks as Complete	●	●	Assigned Projects	Assigned Projects			Assigned projects
Activity	View Screenshots	●	●	Assigned Projects	Own	Assigned Projects		Assigned projects
	Delete Screenshots	Setting Enabled	Setting Enabled	Setting Enabled (Limited)	Setting Enabled (Limited)			Assigned projects
	Modify (Move/Reassign/Delete) Screenshots	Setting Enabled	Setting Enabled	Setting Enabled (Limited)	Setting Enabled (Limited)			Assigned projects
	View Apps	●	●	Assigned Projects	Self	Assigned Projects		Assigned projects
	View URLs	●	●	Assigned Projects	Self	Assigned Projects		Assigned projects
	View Locations	●	●	Assigned Projects	Self	Assigned Projects		Assigned projects
Timesheets	View Timesheets	●	●	Assigned Projects	Self	Assigned Projects		Assigned projects
	Add/Edit/Delete Time	●	●	●	Self			●
	Approve Timesheets	●	●					Yes, when enabled
Reports	Generate Reports	●	●	Assigned Projects	Self	Assigned Projects		Assigned Projects
Invoices	Create Client Invoices	●
	View Client Invoices	●
	Mark Payment on Client Invoice	●
	Create Team Invoices	●	Self	Self	Self			Self
	View Team Invoices	●	Self	Self	Self			Self
	Mark Payment on Team invoice	Self	Self	Self	Self			Team members – when enabled
Schedules	View Schedules	●	●	●	●			Yes, when enabled
	Add Schedules	●	●					Yes, when enabled
	Modify Schedules	●	●					Yes, when enabled
Time Off	Add Time Off Policies	●	●
	Add Holiday Policies	●	●
	Edit Time Off Balances	●	●
	Approve/Request Time Off Requests	●	●					Team members – when enabled
Job Sites	Add/Remove Job Sites	●	●
Job Sites	Edit Job Sites	●	●
Clients	Add Clients	●	●
	Remove Clients	●	●
	Edit Clients	●	●
Integration	Add integration	●	●
	Remove integration	●	●
	Reauthenticate integration	●	●
	Change Integration Settings	●	●
Payments	Manage Payroll	●
Payments	View Past Team Payments	●
	Change Organization Settings	●	●
	Change Subscription Plan	●
	Add/Remove Features	●	●
Work Breaks	Create Work Break policies	●	●
	Edit Work Break policies	●	●
	View Work Breaks in Timesheets	●	●	Self	Self			Team members
Work Orders	Create Work Orders	●	●
Work Orders	Add jobs	●	●
Work Summaries	Receive Work Summary Emails	●	●	Assigned Projects	Self	Assigned Projects		Assigned Projects

* – Deleting an organization permanently is not available on the web dashboard. Please contact us to request deletion.
Setting Enabled (Limited) – A user role in the organization (including project managers) can only delete the screenshots together with the corresponding timesheet or time block.

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Hubstaff Roles and Permissions Guide