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):
Members with regular user rights
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.
Regular User Role
A regular 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 and clients (unless the workspace administrator has disabled this option on the Workspace Settings page) (Starter plan required)
Add tags
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 regular 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
See and edit the project members' hourly rates (available only if the "Who can see rates" feature in Workspace Settings has been set to "All")
View the Project Dashboard for projects they manage.
Giving project manager privileges
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.
Please note, if your Workspace Settings have "Who can see Billable Rates" set to Admin only, Project Managers cannot see or set Billable Rates.
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. You can view Project Leads as admins with limited access; Project Leads (unlike admins with full access) can not:
View reports on non-public projects by others
View or edit workspace settings
Export data
Set up and manage integrations
Import data
A Project Lead can:
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, edit, and delete Billable Rates
View, edit, and delete Labor Cost
Access Reports for Projects they are part of
Assigning the Project Lead role:
Click on the "Team" button in the many-bar on the left side
Click on the three-dotted control button to the right of a team member's name
Click on "Edit"
Make sure that "Member" is selected for the Organization Access. The Project Lead role is disabled for Organization admins as they have full access to all workspaces.
Click on the current selection under "workspaces/access" to open the drop-down
Select "Limited access: project lead"
The Project Lead role can be selected the same way also when inviting users to an Organization.
Team Lead Role
Team Leads can see and analyze their teams' time entries across projects without being able to edit data. You can view Team Leads as admins with limited access; Team Leads (unlike admins with full access) can not:
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
A Team Lead 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
Assigning the Team Lead role:
Prerequisite: Activating the Team Lead role is only possible if "Who can create projects and clients" is set to "Admins". The option is available in Workspace Settings.
Click on the "Team" button in the many-bar on the left side
Click on the three-dotted control button to the right of a team member's name
Click on "Edit"
Make sure that "Member" is selected for the Organization Access. The Team Lead role is disabled for Organization admins as they have full access to all workspaces.
Click on the current selection under "workspaces/access" to open the drop-down
Select "Limited access: team lead"
The Team Lead role can be selected the same way also when inviting users to an Organization.
Workspace Administrators
By default, the person who creates the Workspace is the administrator. Other administrators can be assigned while adding users to the Workspace.
If you'd like to change a user's workspace admin status when they're already part of the Workspace, you can do that in one of two ways.
First option:
Head to the Team 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"
Second option:
Head to the Workspace Members page
(Organization > Workspaces > Choose Workspace> Member).
Hover in the access column next to the user you need to assign admin rights to and click on the field to assign manager rights.
A workspace administrator can:
Do everything a project manager 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
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 admin. Other administrators can be assigned via the Organization> Team page by clicking the 3-dot control > click Edit > change Organization access.
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. Admins are the only ones who can create public projects; non-admins can only create private projects. By default, all projects are Private.
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
Private projects
Only accessible to project members
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.
Need further help in understanding how to control user access in your Workspace? Contact our support team via chat or email.