- Set up permissions for a feature
- Set up permissions for multiple features at once
- Permissions descriptions
In Permissions view Admin users can set up permissions for individual users and user groups to access the different features and functions in the program. There are two types of permissions; View and Edit access rights.
Permissions: Admin
PSA plans: Free, Growth, Business, Enterprise, Enterprise+
Set up permissions for a feature
There are two types of access rights:
- View access allows users/groups to only view certain features or the changes made.
- Edit access allows them to make changes.
- Navigate to Settings > User Management > Permissions.
- Scroll to the feature row in question and the Edit or View column.
- Click Users and permission groups and select the users/user groups from the dropdown list.
Permission can be removed by clicking the X after the user/group name.
Set up permissions for multiple features at once
Mass editing permissions allows:
- Add permissions to Edit column
- Remove permissions from Edit or View column
- Navigate to Settings > User Management > Permissions.
- Scroll to the feature sections/rows in question and click on the checkboxes next to the features.
- Scroll to the top of the page. Click Select users and permissions groups and select the users/user groups from the dropdown list.
- Click Options and select Add or Remove permissions.
- Refresh the page and check that the changes have been saved.
Permissions descriptions
Admin
Admin permission gives the user editing rights for the company's shared settings. Without admin rights, users only see their own settings.
Insights
Users can be granted viewing permissions for various BI reports on My day view.
Invoicing = Invoicing report
Sales Insight = Leads and Deals reports
Accounts
Account permissions define which sections of the account information users can view or edit.
Accounts: Grants permission to add/edit or just view accounts and the account list.
Account Attachments: Grants permission to add/edit or just view Attachments in the account card.
Set Corporate Structure: Grants permission to define accounts as Parent Companies or Subsidiaries.
Goals Commitment: Grants permission to add/edit or just view the Goals tool's Commitment level.
Goals Forecast: Grants permission to add/edit or just view the Goals tool's Forecast level.
Goals Target: Grants permission to add/edit or just view the Goals tool's Target level.
Activities: Grants permission to add/edit or just view Activities in the account card.
Account Memo: Grants permission to add/edit or just view the Memo in the account card.
Pricelist: Grants permission to add/edit or just view the Hourly rates list in the account card.
Hours Insights: Grants permission to view the Hours Overview BI report in the account card's Reports tab.
Invoicing Insight: Grants permission to view the Invoicing overview BI report in the account card's Reports tab.
Profit & Loss: Grants permission to view the Profit & Loss BI report in the account card's Reports tab.
Special Permissions: Grants editing rights to make exceptions to permissions for various features in the account card. The principle is the same as for general permissions, but special account permissions allow exceptions to the general settings. For example: In general permissions, all account team members can see the account's hourly rate list, but with special permissions, access to the hourly rate list of a specific account can be restricted to only the account manager.
Sub-units: Grants permission to add/edit or just view accounts designated as Subunits and their account card's Company Structure, i.e., Main unit/Subunit hierarchy.
Contact Persons
Contact Owner: Grants permission to add/edit or just view contact owners.
Contacts: Grants permission to add/edit or just view contact persons and the contact list.
Users: Grants permission to view the basic information of other users in the Contacts > Staff user list. (Only admin users have permission to manage users.)
Sales Pipelines & Projects
Permissions for the Projects module control what sections of the project list and project card are visible and editable for users/user groups.
Projects: Grants main permission to add/edit or just view the project card and project list.
Project Attachments: Grants permission to add/edit or just view the project card's Attachments.
Boards: Grants permission to the Boards feature (beta feature, not supported)
Hours Insights: Grants permission to view the Hours Overview BI report in the project card's Reports tab.
Hours Report: Grants permission to view the project Hour report in the project list (icon on the left side opens the report).
Invoicing Insight: Grants permission to view the Invoicing overview BI report in the project card's Reports tab.
Resourcing: permission to only view own tasks: Grants permission to see the Resourcing module in the left navigation menu and limited rights to add/edit or just view tasks assigned to this user.
Profit & Loss: Grants permission to view the Profit & Loss BI report in the project card's Reports tab.
Project Actual Costs: Grants permission to add/edit or just view the project's Actual Costs. The Finance > Actual Costs section shows the time entries, travel expenses, expenses, and bills allocated to the project.
Project Invoicing: Grants permission to add/edit or just view the project's Scheduled Invoicing and Automatic Invoicing.
Sales Quotes: Grants permission to add/edit or just view the Quote in the project card.
Activities: Grants permission to add/edit or just view the project's Activities.
Project Memo: Grants permission to add/edit or just view the project card's Memo.
Pricelist: Grants permission to add/edit or just view the project card's Hourly Rates list.
Resourcing: Grants permission to view the Resourcing module in the left navigation menu and add/edit or just view all tasks for projects.
Proposal: Grants permission to add/edit or just view the Proposal tool associated with the quote.
Purchase Order: Grants permission to add/edit or just view the Purchase Order tool associated with the quote.
Revenue Recognition: Grants permission to add/edit or just view the Revenue Recognition tool associated with the quote.
Special Permissions: Grants editing rights to make exceptions to permissions for various features in the project card. The principle is the same as for general permissions, but special project permissions allow exceptions to the general settings. For example: In general permissions, all project team members can see the project's hourly rate list, but with special permissions, access to the hourly rate list for a specific project can be restricted to only the project manager.
Products and CPQ
Grants the user permission to see the More > Products section and add/edit or just view Products, CPQs (product packages), and Catalogs.
Time Tracker
In Time Tracker permissions you manage who can add, edit, approve, or delete time entries.
Note: Already invoiced hours cannot be edited.
Allow Hour Entries: Grants the user a permission to add and edit their own pending time entries.
Supervisor Approval Rights: Grants supervisors the permission to view subordinates' pending hours and approve, reject, or edit them.
Approve All Users Hours: Grants permission to view all users' pending hours and approve, reject, or edit them.
Approve Own Projects: Grants project managers the permission to view the project's pending hours and approve, reject, or edit them.
Delete Workhours (All Users): Grants permission to edit and delete all users' approved time entries. Note: This is not possible if:
- the hours have been invoiced.
- the time entry locking rule is enabled in settings (Restrict editing previous month entries).
Invoicing
Create Invoices: Grants permission to add/edit and view all sales invoices.
Create Invoices For Own Projects: Grants user a permission to add/edit and view all sales invoices for their own projects.
Expenses
Permissions for expenses and travel expenses define who can add, edit, or approve them.
Note: Expenses that are already invoiced or sent to integration cannot be edited. Archived expenses cannot be changed.
Approve All Expenses: Grants visibility to all expenses, except for drafts created by others. Grants permission to change the status of all expenses and travel expenses.
Project Manager Can Approve Project Expenses: Grants visibility to expenses and travel expenses created in projects where the user is the project manager, except drafts. Grants permission to change the status of those expenses. Does not grant editing rights.
Supervisor Can Approve Team Expenses: Grants visibility to expenses and travel expenses created by subordinates, except drafts. Grants permission to change the status of those expenses. Does not grant editing rights.
Edit All Expenses: Grants visibility to all expenses and travel expenses, except for drafts created by others. Grants permission to edit other users' expenses/rows if they have not been invoiced or sent to integration. Does not grant the right to change the status.
Create Expenses: Grants permission to view and create own expenses and travel expenses as drafts or in pending status. Grants permission to change the status from draft to pending. Grants permission to edit own expenses in draft or pending status.
Bills
Approve: Grants permission to add/edit and view all bills.
Pre-approve: Grants permission to handle and pre-approve bills assigned to the user.
Purchase Orders
Grants permission to add/edit or view all purchase orders.
Reports
Without the permissions below, the user only sees their own hour reports.
Note: This section applies to the older Reports section. Permissions for the New Reports section are explained in the next part of this guide.
Forecast Reports: Grants permission to view all Forecast reports.
Invoicing Reports: Grants permission to view all Sales and Invoicing reports.
Product Reports: Grants permission to view all Products reports.
Profitability: Grants permission to view all Profitability reports.
Hour Reports: Grants permission to view all Hours reports and all hours.
Management Reports: Grants permission to view all hours in the Management Reports > Hours by account and user report.
Management Report: Only Own Subordinates' Hours: Grants supervisors permission to view subordinates' hours in the Management Reports > Hours by account and user report.
Hour Reports without HR-Projects: Grants permission to view all hour reports and all hours except those related to HR projects set in the Features Settings > Projects. HR projects are considered "sensitive," such as vacation or absence projects.
Hour Reports Own Projects: Grants project managers permission to view the hour reports of their own projects.
Hour Reports For Own Subordinates: Grants supervisors permission to view subordinates' hour reports.
Revenue Recognition: Grants permission to view the Recognition reports.
Subcontracting: Grants permission to view all Bills reports.
New Reports
The modules in the New Reports section are visible to users according to these settings. You can also define users who have permission to share their own report templates with others.
Note: The Projects module requires also View access to Projects in addition to this setting.
Team Chat
Grants permission to view and send messages in the Team Chat section (top right of the program). Chat messages can be sent to your project teams or custom-created groups.