You can control who can view which data in your organization and its workspaces by providing different users with different access to your data.
In Toggl Track, there are four basic user access levels:
Members with regular user rights
Project managers
Workspace admins
Organization admins
When inviting members to an Organization, you can choose which workspace to add them to, and also whether you want to make them a member or an admin in that workspace.
Regular Users
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 Managers
The user who creates a project is automatically the manager of that project. 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
Edit the project(s) they are the manager of
See all the time that is tracked under the project(s) they are the manager of
See and edit the project members’ hourly rates
View the Project Dashboard for projects they manage
Giving project manager privileges
Open the Projects page and click on the project for which 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.
Workspace Administrators
By default, the person who creates the workspace is the administrator of the workspace. Other administrators can be assigned while adding users to the workspace, or 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 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
Some visibility is controlled by settings on the Workspace Settings page. 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 individual team member to every project, you can create a user group instead and add the group to the project, report filter or workspace.
User groups are also useful when new members join the team. Instead of adding them to all the projects or workspaces, you simply assign them to the relevant user group.
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 are able to 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.