Organise your team with Roles

Roles let you organise the users in your team according to their position in your business. With Roles, you can manage billing rates, invoicing details, integration settings, as well as user permissions – all assigned to a group of users with that Role.

Where Can you Find/Manage Roles

Access the roles feature by viewing your active users to manage your team. You can create, manage and assign roles all from the Team screen under Account settings.

Swap to view Roles by clicking the Roles tab on the right-hand side of the user list/table.
Note: Only accounts with 5+ users can see Roles. If you have less than 5 users click here to access Roles directly.

Creating & Managing Roles

You can manage Roles from the Team screen in your Account settings.  When viewing your Team settings, there is a tab on the righthand side to access and configure Roles. From here you can create and manage Roles

When viewing the Roles screen, click on the ‘ Add a Role’ button on the lefthand side of the list to begin creating a new Role.

Roles have a handful of key elements:

  • A name for your Role
    This helps you distinguish between the Roles you have set up. It can also optionally appear on billing Invoices that you create.
  • Default permissions
    See the below ‘User Settings vs Role Settings ‘What takes Priority?’ section for a full explanation of how MinuteDock implements these permissions.
  • Billing settings & charge rates
  • Integration settings (eg. Xero, QuickBooks, etc.)

When you have finished configuring your role, click the ‘Create Role’ button to create it.

Assigning a Role to a User

To assign a role to a user, head over to the Team screen in your Account settings, and from there choose to edit the relevant user. Within the user’s settings, there is a section for assigning a Role which allows you to pick one of the previously created Roles.

Note: This only field only appears if you have already set up Roles in your account. 

Run Time Reports Against Roles

From the Reports screen, you can run Reports to include time tracked by any user with specific role(s).

Under the Users filter, you will see your team grouped up by their relevant Roles. These filter options will also allow you to choose to include that specific Role, automatically including any users that have that Role. You can combine and mix as desired, allowing you to include multiple User(s) and/or Role(s) in your Report. Selecting just a Role will automatically include time entries for any users with that Role.

Learn more about Reporting

Role Specific Billing Rates

You can configure Role-specific billing rates for Contacts/Projects/Tasks, in a similar way that you can do this for User-specific billing rates. You will need to edit the relevant Contacts/Projects/Tasks to set this up.

When editing a Contact, Project or Task, within the Billable settings click the option to "Override a user's rate". An additional menu appears allowing you to select the Role or User to specify a billing rate for. Roles appear alongside Users in the list, but are surrounded by square brackets eg, [Role Name].

Note that the User specific rate will take precedence over Role specific rates. If a user is part of a Role with a rate set, but also has their own rate configured for the Contact/Project/Task - their own rate will be used and the Role rate ignored.

Create Goals/Targets against Roles

Similarly to running Reports, you can also use Roles to filter Goals. Within the Users filter in the Goal configuration, you will find options to include any configured Roles as well as Users. Including a Role will mean any user with the relevant role will be contributing to this Goal (with respect to the other filter criteria).

User Permissions vs Role Permissions (What takes Priority?)

When setting up your roles, you may notice that both individual user settings and roles settings have the same set of permissions. What happens then when you have one permission ticked in a role but not under a specific user, and vice versa?

Permissions for roles and users work on an ‘either or’ basis – this means that as long as the permission is enabled in either the role settings or the given user’s individual settings, the user in question will have that permission. If it is not enabled in either of them, the permission will not be granted. A permission needs to be disabled in both the user settings and for the role settings in order for the user to be restricted.

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