Hubstaff Roles and Permissions Guide

Following this Hubstaff 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.

permissions guide in hubstaff

Organization owners have full 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.
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, unless enabled by the organization owner.
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.
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.
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 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.
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

 

Category Feature Organization Roles Teams
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
View Team Dashboard Assigned Projects Assigned Projects
Members View Organization Members
Invite Users ● (when enabled)
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 When enabled
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
Mark Tasks as Complete Assigned Projects Assigned Projects Assigned projects
Activity View Screenshots When enabled 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
Submit timesheets for users Yes, when enabled
Approve Timesheets Yes, when enabled
Reports Generate Reports Assigned Projects Self Assigned Projects Assigned Projects
Invoices Create Client Invoices When enabled
View Client Invoices When enabled
Mark Payment on Client Invoice
Send Client Invoices When enabled
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
Edit Job Sites
Clients Add Clients
Remove Clients
Edit Clients
Integration Add integration
Remove integration
Re-authenticate integration
Change Integration Settings
Payments Manage Payroll
View Past Team Payments When enabled
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
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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