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 organize 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 User 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.
Removing Users
How to Remove:
Navigate to Account → Team.
Click the '...' 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.
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 cannot see hourly rates unless granted Permission to manage Contacts or Projects/Tasks linked to those rates.
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 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 tab.
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.
Click More options to show additional settings.
Under Allowed Contacts, select/deselect Contacts the User can access, restricting 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
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
Invoice Permissions: Allows viewing, creating, editing, and sending Invoices, and viewing all Time Entries and hourly rates.
Manage Contacts
Contact Permissions: Allows viewing, adding, and removing Contacts and viewing hourly rates.
Manage Projects & Tasks
Project/Task Permissions: Allows viewing, adding, and removing Projects and Tasks and viewing hourly rates.
Report on others' time
Reporting Permissions: Allows viewing other Users' Time Entries and creating comprehensive Reports.
Edit others' time
Editing Permissions: Allows editing Time Entries and Goals of other Users and tracking time on their behalf.
⚠️Important: The "Edit others' time" permission is powerful - Users with this permission can modify or delete other people's Time Entries.
Organizing with Roles
Roles overview
Purpose: Roles help organize 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 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 finalize.
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: Rate priority in MinuteDock goes: User-specific rate → Role rate → Task rate → Project rate → Contact rate. The most specific rate always takes precedence.
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.