Following this Hubstaff permissions guide, you can assign different roles to various team members to designate the level of access allowed for each team member within your organization. Read on to find out what features are available for each team member’s role. Should you need to change a role, refer to the article here.

Organization owner

What can an Organization Owner do?

As an owner, you’ve got full control! You can:

• Create, edit, archive, or delete organizations
• Manage billing, view dashboards, and manage members
• Invite users, manage roles, and teams
• Handle project assignments, budgets, timesheets, and time tracking
• Create teams, projects, tasks, and invoices
• Set policies, manage payroll, and integrate with third-party tools
• Basically, you’re in charge of everything across the board, from managing teams to setting up client invoices.

What an Organization Owner can’t do:

• You can’t leave the organization. You’re the boss!

Organization Manager

What can an Organization Manager do?

Managers have a lot of the same permissions as the owner but with a few limits. They can:

• Create and manage teams and projects within the organization
• Invite users, manage roles, and handle timesheets
• Set time tracking limits, approve time off, and generate reports
• Create client and team invoices, manage budgets, and work with integrations

What an Organization Manager can’t do:

• They can’t edit, archive, or delete the organization
• No access to billing, payroll, or changing the subscription plan

User

What can a User do?

Users are typically contributors who focus on their own tasks. They can:

• Track time to projects and tasks they are assigned to
• View their own dashboard, timesheets, and schedules
• Mark their own tasks as complete and generate reports
• Submit their time entries and manage their own time off requests

What Users can’t do:

• They don’t have access to manage teams, projects, or any billing-related tasks
• They can’t edit organization settings or invite users

Project Viewer

What can a Project Viewer do?

Project Viewers are essentially “read-only” for projects. They can:

• View assigned project details, members, and reports
• See screenshots, apps, and URLs related to the projects they are assigned to
• Receive work summary emails

What Project Viewers can’t do:

• No ability to edit or manage projects, tasks, or teams
• No access to billing, timesheets, or payroll features

Note: Project viewers are not billed.

Project Manager

What can a Project Manager do?

Project Managers have control over project-specific tasks. They can:

• Create, manage, and assign tasks to users within projects
• View and manage assigned project budgets, timesheets, and reports
• Approve time off and manage schedules within their projects

What a Project Manager can’t do:

• They don’t have control over billing, payroll, or the organization itself
• They can’t invite users or change organization settings

Team Lead

This role is only available within the Teams feature.

What can a Team Lead do?

Team Leads manage teams and have more responsibility on specific projects. They can:

• Manage team members and adjust roles
• Approve time off requests, manage timesheets, and handle team invoices within assigned teams
• Modify projects, tasks, and manage project budgets for their teams
• Generate reports and receive work summary emails for their teams

What Team Leads can’t do:

• They can’t manage billing, organization settings, or create/edit teams or projects outside their own scope

Hubstaff Permissions Table