Roles and Permissions
Three roles keep everyday work clear: Users track their own time, Project Administrators review and approve, Administrators control the organization. No unnecessary access by default.
The three role levels explained
User role
Track time, fill timesheets, and review personal data. No access to other people’s entries or organization settings.
Project Administrator role
Oversee assigned projects, review and approve team timesheets, access team-level reports.
Administrator role
Full access to organization settings, every project, every member, and all cost and revenue rates.
Timesheet approval rights
Only Administrators and Project Administrators can approve or reject submitted timesheets. Users submit and wait for review.
Settings access control
Only admins can change organization-wide settings, locking configuration, and security controls.
Principle of least privilege
Give each person the smallest role that still lets them do their job. Keeps data clean and reduces accidental changes.
Who benefits from role-based access
- Organizations where managers should see team hours but not change settings
- Companies where only HR or finance should access billing-sensitive reports
- Teams with contractors who need User access but nothing beyond time tracking
- Multi-department organizations with distinct management hierarchies
Roles and permissions questions
What roles exist in Sandtime.io?
Three. A User tracks their own time and sees their own data, a Project Administrator oversees assigned projects and reviews their timesheets and reports, and an Administrator has full access to settings, every project, every member, and all rates.
Can a User see everyone else’s hours?
No. The User role covers their own entries and personal data, with no access to other people’s entries or to organization settings. Broader visibility belongs to the two administrator roles.
Who can invite new people?
Organization administrators. A regular member who tries is pointed at their administrator rather than being left to guess.
Do extra roles cost anything?
No. Sandtime.io is free for unlimited users, and roles are part of the product rather than a paid tier.
Set up your team with the right roles
Free for unlimited users. No credit card required.