What Are User Roles?

User roles are a mechanism that grants or restricts system access in timesheet software and creates privileges and permissions for authorized users. User roles provide project permissions for each individual employee and let managers choose exactly what an employee can see, edit, or interact with on a project.

Why Are User Roles Employed?

User roles are a way for team leads to assign different levels of access to team members based on the tasks they want them to perform. Owners or managers with top-tier user role access can lock out specific project information from the rest of the team indefinitely. 

For example, a manager has a classified and information-sensitive project in their roster and needs the project team to work on it. Assigning different user roles to team members on a need-to-know basis will allow them to maintain this status while also giving their team adequate permissions. 

Types of User Roles

Different types of timesheet software have different names for their user roles, but based on the type of permission they grant, they can be grouped into three levels.

Level-1 User Roles

Level-1 user roles are most common in the category of General admins, which include employers, CEOs, and head project managers. These roles are sometimes called System admins.

The level-1 user role holders have access to all project functionalities, including company-wide reports and data about the company, project, clients, and employees. Moreover, they can select what information can be accessed by other role holders and give employees permission to view, edit, add, remove, and manage specific tasks.

Level-2 User Roles

Level-2 user roles are most commonly used by project managers who can only view and edit the projects they’ve been assigned to.

On most timesheet software, Level-2 user roles have the following access features:

  • Viewing time logs of their assigned employee teams
  • Managing time logs for assigned employees
  • Approving or rejecting time logs from their assigned employees
  • Adding and managing projects and tasks
  • Managing labor costs
  • Managing and viewing billing rates

Level-3 User Roles

Level-3 user roles are user roles assigned to regular employees. A team member with a level-3 user role cannot create projects or tasks nor view project data added by other employees. They only have clearance to track their own work hours and activity reports.

Level-3 user roles have the most basic functions that are not related to any management responsibilities like labor costs or project tracking. Managers who hold level-2 roles usually assign level-3 roles for each employee when they start working for that company.

Benefits of User Roles

  • User roles allow organizations to add different levels of security and choose what information is shared with the rest of the workforce.
  • User roles help increase productivity and maximize efficiency as everyone has their own role, and nobody is losing time to determine their tasks.
  • User roles increase the security of a company as only top-tier position holders can access crucial project data, including the main database, tables, schemes, or any other part of project information. The top-tier positions can grant permission to other roles.
  • With user roles, team leaders or project managers keep tabs on the project that’s been assigned to them and manage their employees or team members by monitoring their work hours, tasks, labor costs, etc.