This guide covers managing User Roles and Permissions in MinuteDock, including creating and assigning Roles, managing Permissions, and setting billing rates. It also explains how to organise teams with Roles and run Reports or set Goals based on Roles.
Adding and removing Users
Adding Users
How to add:
Navigate to Account in the top right, then go to the Team section.
Click the Add a new user button.
Enter the email/name of the new User and send the invite.
On the next page you can set their Account Permissions and default rate.
✅Success! New Users will receive an email invitation to join your MinuteDock Account. They can begin tracking time once they accept the invitation and complete setup.
Video guide - Add a User
Removing Users
How to remove:
Navigate to Account → Team.
Click the more options button on the right side of the User table.
Select Archive User from the options. This action doesn't remove data and can be restored anytime.
⚠️Important: Archiving Users preserves all their Time Entries and data. Archived Users can be reactivated at any time without data loss.
Video Guide - Remove a User
User permissions
Admin Users
Capabilities: Admin Users have full access, including adding/editing Users, Projects, Tasks, Contacts, hourly rates, and Invoices.
Time Tracking: Admins can track time on behalf of other Users.
Manage Admin Status: Admins can make other Users Admins as needed.
Regular Users
Capabilities: Regular Users can log time and see Reports of their own time but have limited Permissions compared to Admins.
Hourly Rates: Regular Users see no rates and no dollar values by default. Several Permissions expose different rates in different places — see Who can see hourly rates below before granting them.
Checking User permissions
Admin status: Navigate to Account → Team to see if a User is an Admin (shows "Admin" in the Permissions column).
Basic: Indicates a User with only minimal Permissions enabled.
Invoicing/Reporting: Indicates a User with some Permissions enabled, but not full Admin status.
Managing User permissions
Navigate to Account → Team.
Click Edit next to the User's name.
Select/deselect Permissions in the Account Permissions section as needed.
Click Update to save changes.
💡Tip: Start with minimal Permissions for new Users and add more as needed. This prevents accidental access to sensitive data or features.
Editing personal details
Profile updates: Each User can update their own profile, including name, email, time zone, preferences, and password, through the Profile screen.
Nobody other than the User themselves can update their profile information.
Contact and Project access
Limiting Contact access
Default access: New Users can see all Contacts but cannot add/edit them.
Limit access:
Navigate to Account → Team.
Click Edit next to the User.
Tick Limit which contacts can be seen.
Select the Contacts the User should be able to access. This restricts their Project access as well.
Click Update to save changes.
ℹ️ Note: Restricting Contact access also limits which Projects a User can see, since Projects are tied to specific Contacts.
What each Permission does
These are the Permissions listed under Account Permissions when you edit a User, in the order they appear on screen.
Manage MinuteDock Account & Users
Admin rights: Converts a regular User into an Admin, showing the Account screen and allowing full management of Users.
Manage Invoices & See Billing Reports
Invoice permissions: Gives the User the whole Invoices screen — viewing, creating, editing, sending, archiving and deleting Invoices, plus the full draft, sent and archived Invoice lists. It also turns on dollar values in Reports and Goals.
This is a full view of the Account's billing information, not just the User's own invoicing. Drafting an invoice means selecting from any Contact's time, so the User can see every team member's Time Entries and what they're worth.
Without this Permission the Invoices screen is hidden from their account entirely.
Manage Contacts
Contact permissions: Allows viewing, adding, editing and removing Contacts. The User can also see and change every rate stored on a Contact — the Contact rate, any rate set there for a specific User or Role, and any Task-specific rates.
Manage Projects & Tasks
Project/Task permissions: Allows viewing, adding, editing and removing Projects and Tasks. The User can also see and change every rate stored on a Project or Task, including any rate set there for a specific User or Role.
Edit & manage others' time
Editing permissions: Allows editing other Users' Time Entries and Goals, and tracking time on their behalf.
Pair this with See & report on others' time. On its own it has nothing to act on — a User has to be able to see a colleague's time before they can change it.
⚠️Important: Edit & manage others' time is a powerful Permission — Users who have it can modify or delete other people's Time Entries.
See & report on others' time
Reporting permissions: Allows viewing other Users' Time Entries and creating comprehensive Reports.
Can report on other users' time with the same role
Role-limited reporting: The same as See & report on others' time, but limited to Users who share the same Role. See Roles for how Roles are set up.
Limit which contacts can be seen
Contact visibility: Restricts the User to a chosen set of Contacts. They'll only see those Contacts, and the Projects under them, when logging time and running Reports. See Limiting Contact access above for the steps.
Manages other users
Team-lead access: Lets a User report on, edit, and approve time for a chosen set of team members, without giving them account-wide access. This is an opt-in beta feature — email team@minutedock.com to enable it. See User Permissions for how it interacts with the Permissions above.
Who can see hourly rates
Rate visibility isn't a single switch. Different Permissions expose rates in different places, so it's worth checking this table before you grant one.
What the User can see | Permission needed |
Rates stored on a Contact — the Contact rate, any User or Role rates set on it, and any Task-specific rates. They can change these too. | Manage Contacts |
Rates stored on a Project or Task, including any User or Role rates set on them. They can change these too. | Manage Projects & Tasks |
All billing information on the Account — every User's time and what it's worth through the Invoices screen, plus dollar values in Reports and Goals | Manage Invoices & See Billing Reports |
A User's default rate, on the Team screen | Manage MinuteDock Account & Users |
Manage Contacts and Manage Projects & Tasks can expose a colleague's rate, but only where someone has set a User-specific rate on that Contact, Project or Task.
Default User rates work differently. They aren't shown on the Profile screen for anyone, whatever their Permissions — they're set and viewed on the Team screen, which needs Admin.
Organising with Roles
Roles overview
Purpose: Roles help organise Users based on their business position, managing billing rates, invoicing details, integration settings, and User Permissions.
💡Tip: Roles are most useful for teams with 5+ Users. For smaller teams, individual User Permissions may be simpler to manage.
Creating & managing Roles
Navigate to Account → Team.
Click the Roles sub-tab on the right side of the screen.
Click Add a Role to create a new Role.
Set up Role elements such as name, Permissions, billing settings, and integrations.
Click Create Role to finalise.
Assigning Roles to Users
Navigate to Account → Team.
Click Edit next to the relevant User.
Assign a Role from the available list in the Role section.
Click Update to save changes.
Running Reports against Roles
Role-Based Reports: Use the Reports screen to filter time tracked by Users with specific Roles.
Role-specific billing rates
Setup: Set Role-specific rates for Contacts, Projects, or Tasks by editing their billable settings and selecting the Role.
Precedence: User-specific rates override Role-specific rates.
ℹ️ Note: On any Contact, Project or Task, MinuteDock checks for a User rate, then a Role rate, then the item's standard rate. Both only apply at their own level — a Role rate on a Contact won't override a Task rate. See the full order
Creating Goals/Targets with Roles
Goal filtering: Filter Goals using Roles, with any User in the Role contributing to the Goal's progress.
User permissions vs Role permissions
Either-or basis: Permissions enabled in either User settings or Role settings grant access. Both must be disabled to restrict a User.
💡Tip: This "either-or" system makes it easy to grant additional permissions through Roles while maintaining individual User controls. A User gets access if they have permission from either source.