ClickTime allows Administrators to create three types of users, each with its own level of security: Standard Users, Managers, and Administrators. A person's security level determines which tabs they can view and what features they have access to.
Assigning a Security Level
Standard Users
Managers
Administrators
When adding a new person to your ClickTime account, you will be prompted to select a security level for the new employee. For more information on adding new people to ClickTime, please see Creating a New ClickTime User.
You can also change the security level of an existing employee by navigating to the Company --> People page and clicking the pencil "edit" icon next to their name.
On the Person Details page, navigate to the "Security & Permissions" section, and click "Edit Section".
You will be prompted to choose one of three security levels: Standard, Manager, or Administrator.
After configuring security permissions for the employee, always click "Update" to save the change.
A Standard user is anyone who will be keeping time. They'll have access to the Personal tab and can create timesheets, expense sheets (if your organization is utilizing the expense module), report on their own time, and view their own time off balances.
Standard users cannot view other people's data or make any changes to Clients, Projects, Tasks, People, or Divisions.
Managers' permission sets are highly configurable and a company can have as many uniquely configured Managers as necessary. Administrators can control a Manager's access to reports, permissions to review timesheets and expenses, and permissions to view and edit People, Client, Project, and Task lists.
Managers do not have access to the Company --> Preferences page and cannot delete items from ClickTime. They should inactivate People, Clients, Projects, or Tasks that are no longer in use.
The Manager permissions on the Person Details are as follows:
Resource Management
Reports
Timesheets
Time Off
Expenses
People Lists
Client List, Project List, Task List
Billing & Cost Rates
"Access Level" refers to a type of Manager permission that provides more control over what data they can access without having to set multiple permissions. There are currently two types of Access Levels, one that restricts data based off the person/Division that has entered it, and one that restricts access based on the Project.
- Division Access level
- Project Access Level (New in Nov 2020)
The Access Level permissions will only be available for organizations on a Team (or above) Plan.
The Division Access Level allows you to control what data a Manager can see based on the Person who has entered the hours, and which Division that employee is in. Most Manager permissions will have an Access Level:
If you select "All People" (see the "Reports" example above), you will be granting a Manager permission to include data for everyone in the account whenever they run reports. If you select "People in specific divisions" (see the "Timesheets" example above), those Managers will only be able to see data for people in the Divisions you specify. The option to select the Divisions the Manager can access will appear at the bottom of the "Security and Permissions" section - if you don't see the option, please make sure you've chosen the "People in specific divisions" option for at least one permission.
Choose the Division the Manager can access from the "Available Divisions" section by checking the box next to the Division(s) name on the left. Then use the arrow to add the Division to the "Selected Divisions" column:
The Divisions in the "Selected Divisions" column are the Divisions the Manager can view and/or make changes for when they have been granted access to "People in specific divisions".
To revoke access to a Division, check the desired box in the "Selected Divisions" column, and click the left arrow. The Division name will now appear in the "Available Divisions" column, and the Manager will not be able to view and/or make changes to objects associated with that Division.
Some notes on using the Division permissions:
- Managers who have the ability to lock/approve time for people in a specified Division, that Manager will be able to approve time for all users in the Division. The Timesheet Approver you specify on the Person Details page will be the only employee who receives an email when a timesheet is submitted, but Managers will be able to approve time for everyone in those specified Divisions.
- Managers who have the ability to review and approve expenses will only be able to approve Expense Sheets for the specific users they are set as the Expense Sheet Approver for.
- Similarly, Managers who have the ability to "approve time off" will only be able to view/approve Time Off requests for the specific users they are set as the Time Off Approver for.
Project Access Level (New in November 2020)
The Project Access Level permission will control the data a Manager can view/add/edit based on the Project.
Managers have the ability to be set as Project Managers that can only viewing information about the Projects they manage. Under Security and Permissions, there will be the option to check the box reading “This person should only see projects they manage”.
Checking that option will display the following prompt that you will need to confirm you are adding the new Project Access Level permission to that Manager's profile.
The "Project Access" level will allow Project Managers to add Projects, approve time, and run reports only for the Projects that they manage.
Please note that Managers with limited access to Projects will not be able to view the Company --> Timesheets page, as they will not be able to approve timesheets. The option to give them access to timesheets will be unavailable if Project Access Level is granted.
In the organizations that use our Project Insights budgeting feature, customers, employees who are set as a Project Manager for specific Projects will only be able to manage budgets and track progress for their Projects.
Note: Project Managers are set on the Project Details pages for each Project.
Organizations using our Resource Management forecasting feature will also be able to set up the Project Access level. However, this permission does not extend to the Resource Management grid, as the permission to View/Add & Edit Resource Management will grant access to all Projects in the grid.
Read on for more information about the granular permissions that co-exist with both the Division and Project access levels.
Managers can be given "View" only, or "Add and Edit" permission to the Resource Management grid. Managers can also be limited to only see specific projects they manage with the "This person should only see projects they manage" setting found on the Person Details page, under Security & Permissions.
Managers with access to "View" will see the Resource Management page and can edit their view, but will not be able to enter budgets or allocations. Managers with access to "Add and Edit" will be able to enter budgets and allocations from the grid.
You can give Managers permission to run company reports by checking the box next to "Run company reports". Managers can access all reports if this permission is selected.
Managers who have been given access to "Resource Management" (above) will automatically have access to "Run company reports" for "All People" (unless the "This person should only see projects they manage" setting is enabled).
Please note that Managers will not have access to the "Expense Export (beta)" report (more details on that report are available here). You must be an Administrator to access the Expense Export (beta)" report.
The Timesheets section is where you configure a Manager's permissions to review and manipulate employees' timesheets.
The "Review timesheets" permission allows a Manager to view timesheets on the Company --> Timesheets page.
"Notify users about their timesheets" allows Managers to access the "Send Email" function from the Company --> Timesheets page. For more information, see the Timesheet Review guide.
"Lock and approve timesheets" allows Managers to make changes to a timesheet's status. For more information on this function see the Locking Timesheets guide. If your organization is utilizing Timesheet Approvals see the Timesheet Approvals guide.
Please Note: By default, Managers will not be able to "unlock" a timesheet. If you'd like your Managers to be able to unlock timesheets, someone with Administrative access will need to check this box in the "Security Settings" of the Company --> Preferences page:
"Override timesheets" allows Managers to override, or enter and edit time, on an employee's behalf. For more information on this function, see the Overriding Timesheets guide.
This is where you can indicate if a Manager should be the Time Off Approver for all employees or just those in certain Divisions.
If this is checked, the Manager will show up as an option in the "Time Off is approved by" section of the Person Details pages for the appropriate employees. For more details on Time Off Request and Approvals, please see the Managing Time Off Requests and Approvals guide.
Checking "Review expenses" gives Managers access to the Company --> Expenses page. For more information on this function see the Expenses Overview.
Please be aware that if you give a Manager access to expenses, that will mean they show as an option to approve expenses. Managers will only be able to approve/reject expense sheets that belong to employees who are set to have their expenses approved by that Manager.
"Lock and approve" expenses means a Manager will show as an option for employees to be their Expense Sheet Approver. Only Managers set as an Expense Sheet Approver can change the status of an expense sheet by rejecting or approving the expense sheet.
"Mark expenses as paid" allows a Manager to change the expense sheet status from approved to paid.
"Override expenses" allows a Manager to create and edit expense sheets and expense items on an employee's behalf.
Expense Types is where you set up the different types of expenses that appear on the Company --> Expenses page. By selecting "View", you allow a Manager to see the list of expense types, both active and inactive. "Add and Edit" means that a Manager can add, edit, and inactivate expense types.
Payment Types is where you set up the different types of payment available to users on the Company --> Expenses page. By selecting "View", you allow Managers to see the list of payment types, both active and inactive. Selecting "Add and Edit" allows a Manager to add, edit, and inactivate payment types.
Please note that Managers will not have access to the "Expense Export (beta)" report (more details on that report are available here). You must be an Administrator to access the Expense Export (beta)" report.
"People Lists" controls permissions to manage the Company --> People, and Company --> Divisions pages, as well as the Employment Types List page. For more information, see the Editing People guide. More information on Divisions can be found here.
Divisions
"View Divisions" allows Managers to view the Division list on the Company --> Divisions page. "Add & Edit" also allows the Manager to add a new Division, and mark a Division as inactive on the Division Detail page.
People
"View People" allows Managers to view the People list on the Company --> People page. Checking "Add & Edit" gives the Manager permission to edit people, add new people, and mark users as inactive on the Person Detail page.
Cost Rates
"View Cost Rates" allows Managers to view user's cost rates on the Company --> People page if they also have access to that page. If you choose not to allow a Manager to "View Cost Rates", the Manager will have access to reports like "Person and Task Summary with Costs", but will not see cost rate information in reports. More information on costs rates can be found in this article.
Employment Types
Employment Types controls permissions to manage the Employment Types page found by navigating to Company --> People page (as shown below).
Checking "View Employment Types" gives the Manager permission to view the Employment Types List page. Checking "Add and Edit" allows the Manager to create Employment Types, assign employees to Employment Types, and to access and edit the Employment Type Detail page.
It should be noted that a Manager will need the permission to "View" as well as "Add and Edit People" to access Employment Types.
Client List, Project List, Task List
The Clients, Projects, and Tasks List options give Managers the ability to View and Add or Edit items from the Company --> Clients, Company --> Projects, and Company --> Tasks pages. For more details, see the Create, Edit, & Manage help articles here.
Checking "View Clients" allows Managers to view the Client List. Checking "Add and Edit" gives Managers access to the Client Detail page, and the ability to add new Clients and mark Clients as inactive.
Checking "View Projects and Project Insights" allows Managers to view the Project List page. Checking "Add and Edit" gives Managers access to the Project Detail page, the ability to add a new Project and mark Projects as inactive.
Those organizations using our optional Project Insights budgeting feature will want to see this guide for detailed instructions on which features Managers can access depending on their permission.
Checking "View Tasks" allows Managers to view the Task List page. Checking "Add and Edit" gives Managers access to the Task Detail page, the ability to add a new Task, and mark existing Tasks as inactive.
The Billing & Cost Rates section gives Managers the ability to View as well as Add and Edit both Billing Rates and Cost Rates.
Managers who can "View" Billing Rates or Cost Rates, as well as "Run Reports", will see those fields in all the reports they run.
Managers who can "Add & Edit" Billing Rates will need to be able to "Add & Edit" the pages where Billing Rate data is stored. Depending on your organizations Billing Rate model, this could be done by the Person, Client, Project, or Task. More details on the Billing Rate structures ClickTime supports can be found here.
Managers who can "Add & Edit Cost Rates" will need to be able to "Add & Edit" People Lists in order to actually view or change the Cost Rate fields. More details on Cost Rates can be found here.
In other words, Managers must be able to "Add & Edit" the pages where both Billing Rates and Cost Rates are saved in order to see or change Billing Rates and Cost Rates. Managers who can "View" Billing Rates and Cost Rates but cannot edit the appropriate Details pages will not be able to see rates from the List View pages.
Please be aware that Managers who can access the Resource Management pages (discussed above) will automatically be able to "View" Billing Rates - this is a requirement for using Resource Management.
Please be aware that Managers who can "View" or "Add and Edit the Project and Project Insights" pages will be able to see Billable Amounts for time worked, even if they do not have the ability to View or Add and Edit Billing Rates in this section.
Managers with access to Reports that include Billing Rates or Cost Rate data, but do not have permission to View Billing Rates or Cost Rates, will still see those reports, but the Billing Rates and Cost Rate fields will be hidden from the reports.
Administrators can access every function of their ClickTime account, including all functions found on the Company --> Preferences, Company --> Advanced, or Company --> Integration pages. More information on Advanced options can be found here.
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