Manage Access and Permissions

Note: Resource Management is available only with ClickTime's Premier plan. Your organization must have this module enabled to access the features described in this article.

Overview

Once Resource Management (RM) is enabled, it’s important to configure who can see and manage it. Access depends on a mix of roles (Administrator, Manager, Standard User) and specific permissions.

Who Sees the Resource Management Tab?

• Administrators always see the Resource Management tab.
• Managers see the tab if they are granted access to budgets and allocations.
• Standard Users do not see the tab (though they may see billing goals and allocations on their Time Entry page if enabled in Company >> Preferences).

Key Permissions

These permissions (set in the Security & Permissions section of each person’s detail page) control what a Manager can do in RM:

1. Allocations & Budgets

This permission determines whether managers can view and manage project allocations and budgets.

• View: Grants access to the RM grid, Capacity View, and dashboard.  They will have no edit rights and can only look at what has been shared with them/what they have access to.
• Add & Edit: Allows entry of allocations and viewing of budgets.
• Important: With this permission, managers also see work hours, billing goals, and billing amounts in the RM grid.

2. Run Company Reports (All People) + View Billing Rates

In order to run the Resource Utilization Summary, Managers must have the ability to Run Company Reports for All People and have View rights to Billing Rates.  These options will already be enabled and cannot be disabled without removing their Resource Management access (you will notice when the "View" permission for Allocations and Budgets is enabled, these settings are selected and greyed out).

Additionally, if a Manager is expected to be able to edit the Billing Rate they would need not only the "View" Billing Rates permission but also "Add & Edit".

3. Add & Edit for People - Add & Edit for Projects

These permissions help control what Managers can interact with in the context of Resource Management.

• If Managers are expected to enter/edit Monthly Hours and Billing Goals for employees, they must have "Add and Edit" permissions for the People Lists.
• If Managers are expected to enter/edit Lifetime Budgets, they will need to be able to "Add and Edit" Project Lists.

Project Management Permission

By default, managers with RM permissions see all projects. To restrict access:

1. Enable Project Management Permission (limits managers to only projects they manage).
2. Assign them as Project Manager on the specific projects (Company → Projects).

When enabled:

• Managers only see budgets and allocations for their assigned projects.
• They cannot view or edit other projects in RM.

Assigning a Project Manager

To assign a Project Manager:

1. Open the project’s detail page.
2. Select the manager from the Project Manager field.
3. Save changes.

That manager can now manage allocations for this project in RM (if they also have the "Add & Edit" Allocations & Budgets permission).

Next Steps

With permissions set up:

• Learn how to Customize the Resource Grid to focus on specific people, projects, and time periods.
• Explore Managing Budgets and Managing Allocations to begin planning.

Summary

Setting the right access is key to success in RM. This guide covers who can see RM, what each permission does, and how to limit project access. Administrators configure access, Managers can be given varying levels of visibility, and Standard Users interact only with their own data.