Custom Roles in Toggl Focus

What are Custom Roles?

By default, Toggl offers a set of fixed roles. These roles come with predefined permission sets that cannot be modified.

Custom Roles let your organization go beyond these defaults. Instead of choosing between "full admin access" or "basic member access," you can have roles built to match your actual team structure. For example:

• A Finance Viewer who can see billing reports and rates but can't edit workspace settings
• A Team Lead who can manage their team's projects and timesheets but can't see company-wide financial data
• A Project Coordinator who can create projects and assign tasks but can't manage users or billing

Each custom role is a unique combination of permissions, configured specifically for your organization.

Who can use Custom Roles?

Custom Roles are available exclusively on the Enterprise plan. They are not available during trial periods.

If you're on a Premium or Starter plan and need custom roles, contact the support team.

How to request a Custom Role

Custom roles are configured by Toggl's Customer Success team. To request a custom role:

1. Contact your CS representative (or reach out to support if you don't have a dedicated contact)
2. Describe the role you need. The more specific you are, the faster we can set it up. For example:
   • "We need a Finance Viewer role that can see all reports and billable rates, but cannot edit rates, manage users, or change workspace settings."
   • "We need a Project Manager role that can create and edit projects, manage project members, and view team reports, but cannot see financial data."
3. Our CS team will configure the role in our system and assign it to the users you specify
4. You'll receive confirmation once the role is active

Common role examples

Here are some roles that organizations commonly request. These are starting points; your CS representative can tailor any role to your exact needs.

• Finance Viewer

  Use case: Finance team members who need to see financial data for reporting but should not modify rates or workspace settings.

  Typical permissions:

  • View all projects
  • View all time entries
  • View all reports
  • View billable rates (workspace, project, and member level)
  • View profitability reports

  Restricted:

  • Cannot edit rates
  • Cannot manage users, workspace settings, or billing
  • Cannot create or edit projects or tasks

• Team Lead

  Use case: Managers who oversee a team's work and need to manage projects and review timesheets, but should not see company-wide financial data.

  Typical permissions:

  • View assigned projects
  • Create and edit tasks on assigned projects
  • View and edit team time entries
  • View team reports
  • Manage task members

  Restricted:

  • Cannot view billable rates or profitability reports
  • Cannot manage billing or workspace settings
  • Cannot view all projects or all users' data

• Project Coordinator

  Use case: Operational staff who manage project setup and task assignment but don't need access to financial or administrative features.

  Typical permissions:

  • View all projects
  • Create and edit projects
  • Manage project members
  • Create and edit all tasks
  • View all time entries

  Restricted:

  • Cannot view or edit rates
  • Cannot manage users or workspace settings
  • Cannot access billing or subscription

• External Contractor

  Use case: Non-employees who need to track time on their assigned projects but should have minimal access to the rest of the workspace.

  Typical permissions:

  • View assigned projects only
  • View assigned tasks only
  • Edit own time entries and time blocks

  Restricted:

  • Cannot view other users' time entries
  • Cannot view any financial data
  • Cannot manage projects, tasks, users, or settings

What happens if you downgrade from Enterprise?

If your organization moves from Enterprise to a lower plan:

• Existing custom roles are preserved. Users keep their current role assignments and permissions.
• You will not be able to create new custom roles or modify existing ones.
• To make changes after downgrading, you would need to upgrade back to Enterprise or contact support about alternatives.

FAQ

• Can I create custom roles myself?

  Not currently. Custom roles are configured by Toggl's Customer Success team. A self-service interface is on our roadmap for a future release.

• Can a user have multiple custom roles in the same workspace?

  No. Each user has exactly one role per workspace. If a user needs a combination of permissions from two roles, your CS representative can create a new role that combines them.

• How long does it take for permission changes to take effect?

  Permission changes may take up to 2 hours to fully propagate. For most users, changes take effect faster. If you need an urgent change (e.g., revoking access to sensitive data), let your CS representative know and they can escalate.

• Will other users know that someone has a custom role?

  The custom role name is visible in the Admin Console members list. In the Toggl Focus interface, there is no special indicator. Users simply see the features they have access to.

• Can custom roles restrict access to specific projects?

  Yes, partially. A custom role can be set so a user only sees projects they are assigned to (rather than all workspace projects). However, custom roles cannot restrict access to individual named projects. Project membership is managed separately through project settings.