Roles and permissions

Every person in a Time Trakkr workspace has a role that decides what they can see and do. There are four: owner, administrator, manager, and member. Admins assign roles from a person's page in Team.

The four roles

• Member — "Track time and expenses on assigned projects." Members log their own hours and expenses and see their own reports. They do not reach approvals, invoicing, or settings.
• Manager — "Manage projects, clients, tasks, and approvals. View team reports. No access to invoicing or account settings." Managers run the day-to-day of the work and review submitted timesheets, but cannot touch billing or workspace settings.
• Administrator — "Full access to everything: invoicing, rates, settings, all permissions."
• Owner — shown as the Account Owner. The owner has full access like an admin, and their role cannot be changed. You will see "This person is the Account Owner. Their permissions cannot be changed."

In short, owners and admins can do everything including billing and settings; managers add oversight and approvals on top of tracking; members track their own work.

Who can see money

Rates and costs are hidden from members. A member never sees billable rates, cost rates, invoiced or uninvoiced amounts, expense totals, or a project's cost budget. Anyone above member — manager, admin, or owner — sees this financial information. This rule holds everywhere in the app, including project pages, reports, and the AI assistant. If you expect to see rates and cannot, your role is member.

Approvals and the project manager flag

Approving submitted timesheets normally requires a manager, admin, or owner role. Managers approve their direct reports and their own week.

There is one exception for members. On a person's Projects tab in Team, an admin can tick the Manager checkbox next to a project. A member who holds this project manager flag on at least one project can approve timesheets for those projects only. It does not grant any other manager powers, and it does not reveal money beyond what their role already allows. Members without the flag on any project cannot open Approvals at all.

Setting the Manager checkbox is admin-only.

Editing somebody else's time

Managers, administrators and owners can edit a teammate's time entries — fix a timer somebody forgot to stop, move work to the right project, correct a note, or add an entry that was missed. Open the person under Team and select Timesheet beside their name to open their week.

Who you can do this for follows the same rule as approvals: a manager sees the people they approve for, administrators and owners see everybody.

Every edit to somebody else's timesheet is recorded — who made the change, whose time it was, and what moved ("8:00 became 7:30", not "something changed"). Editing your own timesheet is the ordinary business of the day and is not logged.

Worth being plain about why that matters: the screen used to be read-only, but the underlying API always allowed this, so it could already happen without leaving a trace. The change is that it now leaves one.

Three things are still not yours to do for somebody else:

• Approved and invoiced entries stay locked for everybody, and moving an entry into or out of a submitted week is refused.
• Timers are personal. You can record how long something took on a teammate's behalf, but you cannot start a clock running in their name — they would be left with a timer they never started.
• Submitting a week for approval stays theirs. It is an assertion about their own work.

Approvals themselves are separate: the View dialog on the Approvals page is read-only by design, because editing from a queue is a different decision. See approving time.

Employee versus contractor

Each person also carries a classification of either employee or contractor, set by an admin on the person's page in Team. Where it applies, a contractor is marked in the roster, for example as "· Contractor."

This is a reporting label only. It changes how people are grouped and counted in reports; it does not by itself change what someone can see or do. Permissions come from the role, not from this classification.

Choosing a role

Give someone the lowest role that lets them do their job. Most people are members. Promote to manager when someone needs to approve time or manage projects and clients. Reserve administrator for people who handle invoicing, rates, and workspace settings. To bring people in and set these values, start from joining from an invitation and the Team page.