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?
Visit the Members page.
Click on the role name displayed under the Access Rights column.
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.
Note: Granular permissions for viewing billable rates & labor costs can also be given to individual users with the "Workspace user" role.
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.
⚠️ Remember to reselect all the current project members back to the project in the same action while granting the manager role to avoid overriding the current project teams ⚠️
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.
Important: The Project Lead role is only available on the Premium plan.
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.
Important: The Team Lead role is only available on the Premium plan.
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"
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.
User Groups
User groups can be created from the Groups tab under the Organization tab. Their purpose is to make managing larger teams/workspaces easier. Instead of adding each team member to every project, you can create a user group and add the group to the project, report filter, or Workspace.
User groups are also helpful when new members join the team. You assign them to the relevant user group instead of adding them to all the projects or workspaces.
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
Permission | Org admin | WS admin | Project Lead | Team Lead | WS user |
Manage org users | Yes | No | No | No | No |
Manage user groups | Yes | No | No | No | No |
Manage the subscription | Yes | No | No | No | No |
Edit workspace user roles (for multi-ws only) | Yes | Yes | No | No | No |
Edit work hours | Yes | Yes | No | No | No |
Edit granular permissions for rates | Yes | Yes | No | No | No |
Edit billable rates and labor costs | Yes | Yes | No (1) | No | No |
View billable rates and labor costs | Yes | Yes | No (2) | No (2) | No (2) |
Change workspace settings | Yes | Yes | No | No | No |
Import CSV files | Yes | Yes | No | No | No |
Manage integrations | Yes | Yes | No | No | No |
View, edit and delete all time entries in the workspace | Yes | Yes | No | No | No |
View all time entries in the workspace | Yes | Yes | No | Yes | No |
Edit, archive or delete projects, tasks, clients and tags | Yes | Yes | Yes | No | No |
View all projects, clients, tags and tasks | Yes | Yes | Yes | Yes | No |
Create private projects | Yes | Yes | Yes | No (3) | No (3) |
Create public projects | Yes | Yes | Yes | No (3) | No (4) |
Edit public projects (incl. tasks) | Yes | Yes | Yes | No | No |
View all time in Reports/Analytics (for all projects) | Yes | Yes | No | Yes | No |
View all time in Reports/Analytics (for projects assigned to them) | Yes | Yes | No | No | No |
View Insights | Yes | Yes | Yes | Yes | No |
View their own time in Reports/Analytics (for projects assigned to them) | Yes | Yes | Yes | Yes | Yes |
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.
If you still have questions about access rights and user roles, please contact our Support team by clicking on the purple chat icon in the bottom right corner of this page to start a chat.