Roles & Permissions

Everyone in TimeLeaf is an employee. On top of that, a person can hold any mix of five roles: Owner, Admin, Billing, Manager and Ops. Roles stack — a team lead can be both a Manager and an Admin, for example.

Employee

Every person, whatever other roles they hold, can:

• Request time off from their dashboard, and edit or cancel their own requests
• See their own balances and request history
• See who's off, as far as their team's calendar setting allows
• Update their profile, language, notification settings and sign-in security
• Clock in and out and submit their own timesheets (Professional and above)
• See their own shifts (Professional and above)
• Sign contracts sent to them by email

See Your First Sign-In.

Manager

A manager looks after their direct reports — the members of the teams they manage. Managers find their tools under Manager in the user menu (top right). They don't get the admin menu unless they are also an Admin.

A manager can:

• Decide time off for their direct reports, from the notification bell or Team Reports → To decide. They can also decide requests that a colleague's approval delegation, or the standing escalation, hands to them.
• Record leave for a report with Add leave for… on Team Reports — submitted for approval or recorded as approved. Unlike an admin, a manager can't override minimum notice or a blackout period.
• Adjust their reports' leave balances from Team overview on their dashboard — only when an admin has ticked Managers Can Adjust Their Reports' Balances in Settings → Working Time. Never their own balance.
• See team reports on Team Reports: their team's leave, filters, totals and Export CSV, and choose what their team sees on the who's-off calendar.
• Approve timesheets under Timesheet Approvals (Professional and above).
• See their team's banked hours under Team Time Bank, when the Time Bank module is switched on.
• Build the shift roster under Shift Scheduling (Professional and above).
• See their team's on-call cover under Team On-Call, when On-Call Scheduling is on.
• Delegate their approvals to a colleague for a period with Delegate my approvals.

A manager can't see employment contracts, open the admin area, or see requests from people outside their teams (unless a delegation or the escalation hands those to them).

See Approve Time Off and Delegate Your Approvals.

Admin

Admins run the workspace from the admin menu. An admin can:

• Add, edit, invite, furlough, lay off, restore and erase employees, and manage teams
• Create and edit leave policies, holidays, closures and blackout periods
• Set up approval workflows (Professional and above) and approval delegations
• Decide any leave request, and record leave for anyone — overriding minimum notice or a blackout period by name when needed
• Adjust anyone's leave balance
• Configure overtime policies, timekeeping, shift scheduling and the other modules your plan includes
• Create and send employment contracts (Professional and above)
• Connect integrations, calendar sync, chat apps and Single Sign-On
• Configure webhooks (Business and above)
• Change company, working-time, email, security and backup settings
• View and export the audit log (Professional and above)
• Manage the subscription and add-ons under Settings → Billing
• Give and remove the Admin, Billing, Manager and Ops roles

Owner

The person who signed up is the first Owner. An Owner can do everything an Admin can, on every admin page — even if their Admin role is removed. On top of that, only an Owner can:

• Make someone else an Owner, or remove the Owner role
• Change the Billing contact email on Settings → Billing

A workspace always keeps at least one Owner. The Owner role alone doesn't open the manager tools (Shift Schedule, Timesheets); for those, also hold the Admin or Manager role.

Billing

The Billing role is for the person who writes quotes and sends invoices. It needs the Client Invoicing add-on. A Billing user can create and manage client quotes and invoices, clients and the price list. In the admin menu they see only Quotes, Client Invoices, Clients and Price list. Admins and owners can do everything Billing can. Any number of people can hold the role.

Billing doesn't open any other admin page. It doesn't open Settings, People, Labor costs (the cost per hour for each shift role), or the Billing page for your subscription and Stripe, which need Admin or Owner. A Billing user does see a quote's profit and margin, but not the cost-per-hour table. Managers get no access to quotes.

Because a Billing user can void an invoice that was paid by card, which refunds it, Require two-factor authentication covers Billing users too. See the Security section of Settings.

Ops

The Ops role lets someone open On-Call Alerts — to view, acknowledge and resolve alerts — without being an Admin or a Manager. It is offered only when On-Call Scheduling is on. See On-Call Scheduling.

Changing a role

The Roles column shows every role a person holds. Every role change is recorded in the audit log.

Roles from Single Sign-On

If you map identity-provider groups to roles (see Single Sign-On), signing in or a directory sync can change a person's roles. To keep the roles you set by hand, choose Lock roles in their row menu. A Roles locked badge shows while the lock is on; Unlock roles lets group mapping manage them again.

Securing admin accounts

Admins and owners can see everyone's data. You can require them to use two-factor authentication, and limit how long anyone stays signed in. See the Security section of Settings.