How to Manage User Permissions and Roles
In TimeClock 365, a user’s ability to view data and perform actions is determined by their assigned Role. Each role contains a specific set of permissions. This guide will show you how to manage user capabilities in two ways:
- Assigning a different Role to a user.
- Editing the permissions of an existing Role.
How to Change a User's Assigned Role
Use this method when you want to change a single user’s permissions by moving them to a different, pre-configured role (e.g., changing an “Employee” to an “Administrator”).
- From the sidebar, navigate to Users.
- Find the user whose role you want to change and click on their name.
- Inside the user’s profile, scroll down to the Security section.
- Click on the Role dropdown to see a list of available roles.
- Select the new role you want to assign to this user.
- Click Save at the bottom of the page to apply the changes.
The user will now have the permissions associated with their new role.
How to Edit the Permissions of a Role
Use this method when you want to change the permissions for every user assigned to a specific role. For example, if you want to give all “Group Managers” the ability to edit reports.
- From the main menu on the left, navigate to Settings > Roles.
- Click the role you wish to edit or click the Actions button next to it, then select Edit.
- On this page, you can configure various access levels like:
- Access to modules: Use the checkboxes to grant or deny access to entire sections of the system, such as Projects, Customers, or Reports. You can define whether the role applies to the individual user, their group members, or the entire organization.
- Editing settings: Further down, you can set specific Create, Edit, and Delete permissions for actions like managing time entries, tasks, and time-offs.
- Reports available for the Role and more.
- After you have finished making your changes, scroll to the bottom of the page and click Save.
The new permissions will be applied to all users who are assigned this role.
Understanding Role Permission Sections
- Login: Determines if users with this role are allowed to log in to the web-based system.
- Access to Modules: Controls which main sections of the system (like Projects, Customers, or Live Map) are visible. You can set permissions based on whether the data belongs to the user themselves, their group members, or the entire organization.
- Editing Settings: Defines what users can do within modules. Check the boxes to allow users to Create, Edit, or Delete specific items like time entries, tasks, and expenses.
- Reports: Manages access to specific reports. Check the box next to each report you want users with this role to be able to view.
- Users Management: Allows users with this role to create new user accounts and assign them to other roles.
- Core: Contains fundamental settings, such as whether the user can see the time punch section to clock in and out.
Important: Role settings are powerful and affect all users assigned to that role. To avoid configuration errors, we recommend contacting our support team for assistance before making significant changes.
Here is an Introduction to Roles guide for your convenience.