Time Tracking Permissions

Overview

Corcava's comprehensive permission system provides sophisticated access control for all time tracking features, ensuring data security, operational integrity, and appropriate access levels across your organization. The permission system operates through role-based access control, project-level assignments, and feature-specific permissions that work together to create a secure and flexible time tracking environment.

Understanding how permissions work will help you configure appropriate access levels for team members, maintain data security, ensure compliance with business requirements, and optimize time tracking workflows while protecting sensitive information and maintaining professional standards.

Role-Based Access Control System

Core User Roles

Comprehensive Role Hierarchy: Corcava implements a sophisticated role-based permission system with distinct roles that determine time tracking access levels:

Administrative Roles:

Superadmin - Complete system access with all time tracking permissions and administrative capabilities
Organization Manager - Full organizational access with comprehensive time tracking oversight and management
Sales Manager - Enhanced access for sales team management with time tracking oversight capabilities
Sales Representative - Sales-focused access with limited time tracking administrative capabilities

Operational Roles:

Project Manager - Project-focused management access with team time tracking oversight
User - Standard team member access with personal time tracking and assigned project access
Project Viewer - View-only access with specific time tracking visibility permissions

Client Access Role:

Project Viewer (Client Mode) - Client portal access with restricted time tracking visibility for transparency

Role-Specific Time Tracking Permissions

Superadmin Capabilities:

Complete Time Access - View and manage all time tracking data across the entire organization
User Time Management - Access to all team member time tracking data and screenshots
Report Generation - Generate comprehensive reports for any user, project, or time period
Permission Management - Configure time tracking permissions for all users and roles
System Configuration - Configure time tracking system settings and policies

Organization Manager Capabilities:

Team Time Oversight - View and manage time tracking data for all team members
Cross-Project Access - Access time tracking data across all projects within the organization
Advanced Reporting - Generate detailed reports and analytics for organizational management
Team Performance Analysis - Access to team productivity and performance analytics
Screenshot Access - View screenshots from all team members when appropriate

Standard User Capabilities:

Personal Time Tracking - Track time using desktop application and manual entry
Assigned Project Access - Access time tracking features only for assigned projects
Personal Reports - View personal time reports and analytics
Screenshot Management - Manage personal screenshots and privacy settings
Project Collaboration - Collaborate on time tracking within assigned projects

Permission Benefits

Security Benefits: ✅ Data Protection - Comprehensive access control protects sensitive time tracking data
✅ Role Separation - Clear role boundaries prevent unauthorized access to confidential information
✅ Audit Trail - Permission system provides complete audit trail for compliance and security
✅ Flexible Control - Granular permissions allow precise control over feature access
✅ Professional Standards - Enterprise-grade security meets professional business requirements

Operational Benefits: ✅ Efficient Management - Role-based system simplifies user management and access control
✅ Scalable Security - Permission system scales with organizational growth and complexity
✅ User Experience - Appropriate access levels optimize user experience and productivity
✅ Compliance Support - Permission system supports regulatory and compliance requirements
✅ Business Intelligence - Appropriate access ensures relevant stakeholders have needed data

Company-Level Time Tracking Settings

Team-Wide Time Tracking Policy Controls

Company Settings provide centralized control over time tracking capabilities for your entire team. These settings act as master switches that override individual user permissions.

Accessing Company Settings:

Navigate to Settings → Company Settings
Requires SuperAdmin or Organization Manager role
Settings apply to all team members

Available Settings:

1. Allow Manual Time Entry

Controls whether team members can manually add time entries
When disabled: Only automatic time tracking is permitted
When enabled: Users can add manual time entries (if they have user permission)
Use case: Strict time tracking environments requiring desktop app only

2. Allow Time Movement Between Projects

Controls whether team members can move time between projects
When disabled: No one can move time intervals (prevents all corrections)
When enabled: Users with permission can move time (with audit logging)
Use case: Lock down time tracking for compliance or prevent fraud

Best Practices:

Enable both for maximum flexibility with trust-based teams
Disable manual time for strict automated tracking requirements
Disable time movement for high-security or compliance environments
Review Time Movement Log regularly if movement is enabled

User-Level Time Tracking Permissions

Individual User Time Tracking Capabilities

User-level permissions provide granular control over individual team members' time tracking capabilities. These permissions work in conjunction with company-level settings.

Accessing User Permissions:

Navigate to Settings → Users → Edit User
Scroll to "Time Tracking Permissions" section
Requires user.update permission

Available User Permissions:

1. Can Add Manual Time

Individual control over manual time entry capability
Requires company setting "Allow Manual Time Entry" to also be enabled
Shows warning if disabled at company level
Use case: Restrict contractors while allowing full-time staff

2. Can Move Time Between Projects

Individual control over time movement capability
Requires company setting "Allow Time Movement" to also be enabled
Shows warning if disabled at company level
Use case: Restrict junior staff or external contractors

Permission Hierarchy:

The system uses a hierarchical permission model:

Can User Move Time?
├── Company Setting: allow_time_movement = ON? ✓
│   ├── User Setting: can_move_time = ON? ✓
│   │   └── ✅ USER CAN MOVE TIME
│   └── User Setting: OFF
│       └── ❌ BLOCKED (user restricted)
└── Company Setting: OFF
    └── ❌ BLOCKED (company policy)

Admin Override:
└── SuperAdmin/OrgManager? ✓
    └── ✅ CAN ALWAYS MOVE (override user setting)

How Permissions Interact:

Both Enabled (Company: ON, User: ON)
- ✅ User can perform the action
Company Disabled (Company: OFF, User: ON)
- ❌ User cannot perform action (company policy blocks)
- Switch appears disabled with warning
User Disabled (Company: ON, User: OFF)
- ❌ User cannot perform action (individual restriction)
- Other users unaffected
Admin Override
- SuperAdmins and Organization Managers override user-level restrictions
- Cannot override company-level restrictions (policy compliance)

Use Cases:

Strict Compliance Team:

Company: Both disabled
Result: No manual time, no time movement for anyone

Trust-Based Team with Contractor Restrictions:

Company: Both enabled
Contractors: Both disabled
Full-time staff: Both enabled

Automated Tracking Only:

Company: Manual time disabled, Movement enabled
Allows corrections but enforces automatic tracking

Hierarchical Permission System

How Team and User Permissions Interact

The permission system evaluates access through multiple layers to provide both organizational control and individual flexibility:

Permission Evaluation Order:

Company-Level Check (Master Control)
- Team settings checked first
- If disabled at company level → Access denied for all (except admins)
- Cannot be overridden by user settings
User-Level Check (Individual Control)
- Only evaluated if company setting is enabled
- Allows individual user restrictions
- Can be overridden by admin roles
Role-Level Check (Administrative Override)
- SuperAdmin and Organization Manager roles
- Can override user-level restrictions
- Must still comply with company-level settings (policy enforcement)

Permission Matrix:

Company	User	Role	Result
✅ ON	✅ ON	User	✅ Allowed
✅ ON	❌ OFF	User	❌ Denied
✅ ON	❌ OFF	Admin	✅ Allowed (override)
❌ OFF	✅ ON	User	❌ Denied (policy)
❌ OFF	✅ ON	Admin	❌ Denied (policy)

Benefits:

Flexibility - Support diverse team structures and workflows
Control - Centralized policy enforcement at company level
Granularity - Individual user restrictions when needed
Compliance - Company policies enforced uniformly
Trust - Enable features for trusted users, restrict for others

Project-Level Time Tracking Permissions

Project Assignment System

Project-Based Access Control: Time tracking permissions are closely tied to project assignments, ensuring users can only track time on projects where they have appropriate access:

Project Assignment Requirements:

Project Membership - Users must be assigned to projects to track time on them
Team Membership - Users must be members of the same team as the project
Active Assignment - Project assignments must be active for time tracking access
Permission Verification - System verifies project access before allowing time tracking operations
Automatic Filtering - Time tracking interfaces automatically show only accessible projects

Time Tracking Project Permissions:

Desktop App Integration - Desktop app shows only projects user is assigned to
Manual Time Entry - MyWork interface filters to show only assigned projects
Report Access - Users see time reports only for their assigned projects
Screenshot Association - Screenshots can only be captured for assigned project time intervals
Data Visibility - Time tracking data visibility limited to assigned projects

Project Viewer Restrictions

Special Project Viewer Controls: The system includes special restrictions for users with project viewer status:

Project Viewer Limitations:

No Manual Time Entry - Project viewers cannot add manual time entries
View-Only Access - Project viewers have read-only access to time tracking data
Report Viewing - Can view time reports but cannot modify time tracking data
Screenshot Viewing - Can view relevant screenshots but cannot capture new ones
Limited Interaction - Cannot perform time tracking operations, only view existing data

Project Viewer Manager Access:

Enhanced Viewing - Project viewer managers have expanded viewing capabilities
Team Oversight - Can view time tracking data for managed team members
Report Generation - Can generate reports for assigned projects and team members
Professional Analysis - Access to analytics and insights for management purposes

Project Permission Benefits

Access Control Benefits: ✅ Precise Access Control - Project-level permissions ensure users access only relevant data
✅ Data Isolation - Project assignments create natural data boundaries for security
✅ Scalable Management - Project-based permissions scale efficiently with organizational growth
✅ Professional Boundaries - Clear project boundaries maintain professional client relationships
✅ Compliance Support - Project-level access supports client confidentiality requirements

Operational Benefits: ✅ Simplified Interface - Users see only relevant projects, reducing complexity and confusion
✅ Improved Accuracy - Limited project access reduces errors and improves time tracking accuracy
✅ Enhanced Security - Project boundaries protect sensitive client and project information
✅ Better Organization - Project-based organization improves workflow and productivity
✅ Client Confidence - Secure project boundaries build client trust and confidence

Feature-Specific Permission Controls

Time Tracking Operation Permissions

Granular Feature Access: The permission system provides detailed control over specific time tracking features and operations:

Desktop App Permissions:

Time Tracking Authorization - Permission required to track time through desktop application
Screenshot Capture - Separate permission for screenshot capture during time tracking
Project Selection - Access limited to assigned projects with appropriate permissions
Time Interval Management - Permission to start, continue, and finish time tracking sessions
Data Synchronization - Automatic permission verification for data synchronization

Manual Time Entry Permissions:

MyWork Access - Permission required to access MyWork time entry interface
Manual Entry Creation - Specific permission for creating manual time entries
Time Modification - Permission controls for editing or deleting time entries
Note Addition - Permission to add work notes and context to time entries
Project Time Addition - Verification of project assignment before allowing time entry

Screenshot Management Permissions:

Screenshot Upload - Permission to upload screenshots from desktop application
Screenshot Viewing - Control over who can view screenshots from time intervals
Screenshot Deletion - Permission to delete screenshots when appropriate
Privacy Controls - User control over personal screenshot capture and sharing
Client Screenshot Access - Special permissions for client portal screenshot viewing

Reporting and Analytics Permissions

Report Access Control:

Personal Reports - All users can access their own time tracking reports
Team Reports - Management roles have access to team member reports
Project Reports - Access to project reports based on project assignments
Financial Reports - Enhanced permissions required for cost and billing reports
Advanced Analytics - Specialized permissions for business intelligence features

Client Portal Permissions:

Client Report Access - Clients can view reports only for their assigned projects
Team Member Filtering - Clients see reports only for team members on their projects
Time Period Access - Clients can filter reports by date ranges for their projects
Screenshot Access - Controlled client access to relevant project screenshots
Professional Presentation - Client-appropriate data presentation and access controls

Feature Permission Benefits

Granular Control Benefits: ✅ Precise Feature Control - Detailed permissions ensure appropriate access to specific features
✅ Security Flexibility - Granular controls allow precise security configuration
✅ User Experience Optimization - Appropriate feature access optimizes user workflows
✅ Compliance Support - Detailed permissions support regulatory compliance requirements
✅ Professional Standards - Feature-level control maintains professional operational standards

Administrative Benefits: ✅ Efficient Management - Granular permissions simplify complex access control scenarios
✅ Scalable Security - Feature-level permissions scale with organizational complexity
✅ Audit Capabilities - Detailed permission tracking supports comprehensive auditing
✅ Risk Management - Granular controls minimize security risks and unauthorized access
✅ Operational Efficiency - Appropriate feature access improves operational efficiency

Client Portal Access Controls

Client-Specific Permissions

Secure Client Access: The client portal implements sophisticated access controls to provide transparency while maintaining security:

Client Access Boundaries:

Project-Based Access - Clients can only view time tracking data from their assigned projects
Team Member Filtering - Clients see only team members working on their projects
Time Period Restrictions - Client access respects appropriate time period boundaries
Data Isolation - Complete isolation between different client data and access
Professional Presentation - Client-appropriate data formatting and presentation

Client Portal Time Tracking Features:

Time Report Viewing - Clients can view comprehensive time reports for their projects
Team Activity Monitoring - Visibility into team member activity on client projects
Screenshot Access - Controlled access to relevant project screenshots for transparency
Progress Tracking - Time-based progress tracking and project milestone monitoring
Professional Analytics - Client-appropriate analytics and business intelligence

Client Permission Management

Automatic Access Control:

Project Assignment Integration - Client access automatically configured based on project assignments
Team Membership Verification - System verifies team member assignments before showing data
Real-Time Access Updates - Client access updates automatically when project assignments change
Security Boundary Enforcement - Strict enforcement of client data boundaries and access limits
Professional Standards Maintenance - Consistent professional standards for all client interactions

Client Transparency Features:

Work Verification - Clients can verify work activities through time tracking data
Billing Transparency - Time tracking data supports transparent billing practices
Progress Monitoring - Real-time progress monitoring through time tracking analytics
Quality Assurance - Time tracking data supports quality assurance and client satisfaction
Professional Communication - Enhanced client communication through transparent time tracking

Client Access Benefits

Client Relationship Benefits: ✅ Enhanced Transparency - Secure access provides clients with appropriate project visibility
✅ Trust Building - Transparent time tracking builds stronger client relationships
✅ Professional Image - Sophisticated access controls enhance professional reputation
✅ Client Satisfaction - Appropriate transparency improves client satisfaction and retention
✅ Competitive Advantage - Advanced client portal features provide competitive differentiation

Business Benefits: ✅ Accurate Billing - Transparent time tracking supports accurate and defensible billing
✅ Reduced Disputes - Clear time tracking visibility reduces billing questions and disputes
✅ Premium Positioning - Professional transparency supports premium service positioning
✅ Client Retention - Enhanced transparency and professionalism improve client retention
✅ Business Growth - Professional client portal features support business development

Permission Configuration and Management

User Permission Management

Efficient Permission Administration: The permission system provides comprehensive tools for managing user access and maintaining security:

Role Assignment Process:

Role-Based Configuration - Assign users to appropriate roles for automatic permission inheritance
Team-Based Management - Permissions automatically respect team membership boundaries
Project Assignment Integration - Project assignments automatically configure appropriate time tracking access
Permission Verification - System continuously verifies user permissions for all operations
Automatic Updates - Permission changes take effect immediately across all system features

Permission Monitoring:

Access Auditing - Comprehensive logging of permission usage and access patterns
Security Monitoring - Continuous monitoring for unauthorized access attempts or permission violations
Permission Reporting - Reports on user permissions and access patterns for administrative oversight
Compliance Tracking - Permission usage tracking supports compliance and regulatory requirements
Performance Analysis - Permission system performance monitoring and optimization

Team Permission Coordination

Organizational Permission Management:

Team Hierarchy Respect - Permissions automatically respect organizational hierarchy and team structure
Cross-Team Coordination - Permission system handles complex cross-team project scenarios
Role Inheritance - Permissions automatically inherit from assigned roles and organizational position
Project-Based Coordination - Project assignments coordinate permissions across team boundaries
Administrative Oversight - Administrative roles have appropriate oversight capabilities

Permission Best Practices:

Principle of Least Privilege - Users receive minimum permissions necessary for their responsibilities
Regular Permission Reviews - Periodic review and adjustment of user permissions and access
Role-Based Standardization - Consistent role-based permissions across the organization
Documentation and Training - Clear documentation and training on permission system usage
Security Awareness - Team education on permission system importance and best practices

Permission Management Benefits

Administrative Benefits: ✅ Simplified Management - Role-based system simplifies complex permission management scenarios
✅ Consistent Standards - Standardized permissions ensure consistent security across the organization
✅ Efficient Administration - Automated permission management reduces administrative overhead
✅ Scalable System - Permission system scales efficiently with organizational growth
✅ Professional Standards - Enterprise-grade permission management meets professional requirements

Security Benefits: ✅ Comprehensive Protection - Multi-layered permission system provides comprehensive data protection
✅ Risk Mitigation - Sophisticated access controls minimize security risks and unauthorized access
✅ Compliance Support - Permission system supports regulatory compliance and audit requirements
✅ Data Integrity - Access controls maintain data integrity and operational consistency
✅ Professional Confidence - Robust security builds confidence among team members and clients

Permission Troubleshooting and Support

Common Permission Issues

Access and Authorization Problems:

Time Tracking Access Issues:

Project Assignment Verification - Ensure user is properly assigned to projects for time tracking
Role Permission Check - Verify user role has appropriate time tracking permissions
Team Membership Confirmation - Confirm user is member of same team as target projects
Active Status Verification - Ensure user account and project assignments are active
Permission Cache Refresh - Clear permission cache if recent changes haven't taken effect

Report and Analytics Access:

Report Permission Verification - Check user has appropriate report viewing permissions
Data Access Boundaries - Verify user access respects project and team boundaries
Role-Based Access Check - Confirm user role provides necessary report access levels
Client Portal Access - Verify client portal permissions for client users
Feature-Specific Permissions - Check specific feature permissions for advanced analytics

Screenshot and Media Access:

Screenshot Permission Check - Verify user permissions for screenshot capture and viewing
Privacy Setting Review - Check user privacy settings and screenshot sharing permissions
Client Access Verification - Confirm appropriate client access to project screenshots
Time Interval Association - Verify screenshot access through associated time intervals
Role-Based Screenshot Access - Check role-based permissions for screenshot features

Permission Support Resources

Getting Permission Help:

Role Documentation - Review role-based permission documentation for clarity
Permission Matrix - Consult permission matrix for specific feature access requirements
Team Administrator - Contact team administrator for permission configuration assistance
System Documentation - Review system documentation for permission system guidance
Technical Support - Contact technical support for complex permission issues

Permission Optimization:

Regular Access Review - Periodically review and optimize user permissions and access
Role Standardization - Standardize role assignments for consistent permission management
Training and Education - Provide team training on permission system usage and best practices
Security Best Practices - Follow established security best practices for permission management
Continuous Improvement - Regularly assess and improve permission system configuration

Next Steps

Now that you understand time tracking permissions, you're ready to explore:

Advanced Time Features - Explore sophisticated time tracking capabilities
Time Integration - Learn about integration with other Corcava modules
Time Tracking Optimization - Optimize your time tracking workflow and processes
Time Tracking Best Practices - Master professional time tracking practices

Remember: Effective permission management is crucial for maintaining security, ensuring compliance, and optimizing time tracking workflows. By understanding and properly configuring permissions, you can create a secure, efficient, and professional time tracking environment that meets your organizational needs while protecting sensitive data and maintaining client trust.