Access rights and privileges

You can control who can view which data in your Organization and its workspaces by providing different users with different access to your data.

Which user roles can be assigned?

In Toggl Track, there are six user access levels (roles):

• Workspace users (regular members)

• Project managers

• Project Leads (available on Premium Plan only)

• Team Leads (available on Premium Plan only)

• Workspace admins

• Organization admins

When inviting members to an Organization, you can choose which Workspace to add them to and whether you want to make them a regular member or an administrator.

How to assign a role?

1. Visit the Members page.

2. Click on the role name displayed under the Access Rights column.

3. Inside the window that opens, select a different role.

Alternatively, click on the three-dots icon displayed for each user's row and select the "Edit" option.

Workspace User Role

A workspace user can:

• Track time under projects they are members of

• * Track time to and view reports on public projects

• View reports of their own tracked time

• Add projects, clients and tags (unless the workspace administrator has disabled this option on the Workspace Settings page) (Starter or Premium plan required)

• View projects and clients they have access to.

  ​* - Workspace users will be limited to viewing their own time on public projects if the "Limit public projects data in reports to admins" Workspace Settings option is enabled.

Project Manager Role

The user who creates a project is automatically designated the project manager. A project can have more than just one manager. Project managers can be set and changed on the project edit page. You can read more about assigning this role here.

A project manager can:

• Do everything a workspace user can do

• Add team members to the project they manage.

• Edit the project(s) they are the manager of

• See all the time that has been tracked under the project(s) they are the manager of

• View the Project Dashboard for projects they manage.

Giving project manager privileges

You can do this individually for each project or in bulk by editing multiple projects on the Projects page.

Individually:

• Open the Projects page and click on the project you want to assign a project manager.

• Click on the "Team" tab.

• Hover over a User in the role field and click on Give manager rights.

 

In bulk:

• Open the Projects page.

• Use the checkbox at the top to select all visible projects on the current page, or select individual projects by clicking the checkbox next to each.

• Click “Edit” at the top.

• Use the “Set up a new team” drop-down to apply bulk changes to the selected projects, including assigning a manager role in bulk.

   

 

Project Lead Role

Project leaders can edit and manage all Projects and Clients in the workspace as well as access reports only for those projects they are members of, giving this role more access compared to the Project Manager role. Project Leads as admins with limited access.

A Project Lead can:

• Do everything a Workspace user can do

• Create public Projects

• View Insights

• View, edit, and delete all Tags

• View, edit, and delete all Clients

• View, edit, and delete all Projects, Project Users, and Project User Groups

• View, edit, and delete all Tasks and Task Assignees

• *View and edit Billable Rates

• *View and edit Labor Costs

• Project Leads can only see their own hours in reports.

  *- Only available if the billable/labor rate granular permission is given to the user via the Members page.

A Project Lead cannot:

• View reports on non-public projects they haven't been added to

• View reports of time tracked by other members of a private project (unless they are also a project manager for that project)

• View or edit workspace settings

• Export data

• Set up and manage integrations

• Import data

   

Team Lead Role

Team Leads have the ability to view most data available in the workspace, including Reports (for all projects). However, their edit rights are much lower compared to Project Leads. Team Leads are admins with limited access.

A Team Lead can:

• Do everything a Workspace user can

• View Insights

• View all Time Entries

• View all Tags

• View all Clients

• View Projects, Project Users, Project User Groups

• View all Tasks and Task Assignees

• View Saved Reports

• *View Billable Rates

• *View Labor Costs

• Access Reports

* - Only available if the billable/labor rate granular permission is given to the user via the Members page.

A Team Lead cannot:

• View or edit workspace settings

• Create, edit, or delete projects

• Edit billable rates or labor costs

• Create, edit, or delete clients

• Set up and manage integrations

• Import data

   

Workspace Administrators

Workspace Administrators are the second highest layer of access in Toggl Track. By default, the person who created the Organization is also the default Workspace Admin.

A workspace administrator can:

• Do everything Workspace users, Project Leads and Team Leads can do

• Change workspace settings

• Import CSV files

• Edit all projects and clients

• Edit team members' billable rate

• See, edit and delete all time entries in the Workspace (includes time tracked by other members)

• Decide who can create projects and see billable rates

• Create public projects

• Create and edit tasks in public projects

• View the Project Dashboard for all projects

To make someone a workspace admin, please:

• Head to the Members page

• Click the three dots on the far right-hand side of the user's name

• Click "Edit" and a popup will appear

• Click the workspace dropdown and click "admin".

• Click "Save"
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​ Settings on the Workspace Settings page control some visibility. See this guide for more details.

Organization Administrators

The user who creates the Organization is automatically an Organization owner/admin. Other administrators can be assigned via the Organization > Organization Members page by clicking the three-dot context menu > Edit > Role > Organization admin.

An organization admin can:

• Do everything a workspace admin can do

• Add/remove organization users

• Add/remove and manage user groups

• Review organization settings

• Manage the organization subscription.

Groups

Groups can be created from the Groups tab in the Admin Console. Their purpose is to make managing larger teams/workspaces easier. Instead of adding each team member to every project, you can create a group and add the group to the project, report filter, or Workspace.

Groups are also helpful when new members join the team. You assign them to the relevant group instead of adding them to all the projects or workspaces individually.

Project privacy settings

There are two types of projects – Public and Private. Default project behavior can be adjusted from the Workspace Settings page (Project & Billing defaults).

Public projects

• Accessible to all workspace users

• All workspace users can participate (track time)

• *All users can view every single time entry tracked under public projects

• Only admins can add or edit tasks within a public project

• Admins can make a project public by un-ticking the "Private Project" box in the project creation window

* - This behavior is changed if the "Limit public projects data in reports to admins" option in Workspace Settings is activated. This options allows limiting public project reporting data only to admins.

Private projects

• Only accessible to project members added individually or via a user group

• Members can only see their own tracked time

• Project managers can view all time tracked under private projects

• Workspace admins can view and edit, all-time tracked under private projects

An existing project can be switched between Public/Private from the project edit page.

Access Rights matrix

 

1, 2 - Can be enabled for specific users via granular permissions for rates.

3 - Is enabled when "Who can create projects and clients" Workspace Setting is set to "Everyone".

4 - Is enabled when "Who can create projects and clients" and "Set new projects as public by default" are active in Workspace Settings.