Trackself uses a role-based permission system that controls what each user can see and do in the portal. This page is a complete reference of all roles and their capabilities.
Role Hierarchy
Roles are ranked from most to least privileged:
| Role | Description |
|---|---|
| Owner | The workspace license holder. Automatically assigned — cannot be granted manually. |
| Admin | Full workspace administration rights. Can manage settings, team, and encryption keys. |
| Manager | Access to profitability reporting in addition to standard member capabilities. |
| Reviewer | Can review, approve, reject, and share timesheets submitted by other members. |
| Member | Standard user. Can track time, view entries, and submit timesheets. |
| Viewer | Read-only access to workspace data. |
Capabilities by Role
Navigation and Page Access
| Capability | Owner | Admin | Manager | Reviewer | Member | Viewer |
|---|---|---|---|---|---|---|
| Overview Dashboard | Yes | Yes | Yes | Yes | Yes | Yes |
| Timeline | Yes | Yes | Yes | Yes | Yes | Yes |
| Timesheets | Yes | Yes | Yes | Yes | Yes | Yes |
| Reports | Yes | Yes | Yes | No | No | No |
| Devices & Sync | Yes | Yes | Yes | Yes | Yes | Yes |
| Team Workspaces | Yes | Yes | Yes | Yes | Yes | Yes |
| Access Setup | Yes | Yes | Yes | Yes | Yes | Yes |
| Project Rules | Yes | Yes | Yes | Yes | Yes | Yes |
| Workspace Settings | Yes | Yes (edit) | Read-only | Read-only | Read-only | Read-only |
Team Management
| Capability | Owner | Admin | Manager | Reviewer | Member | Viewer |
|---|---|---|---|---|---|---|
| Invite members | Yes | Yes | No | No | No | No |
| Remove members | Yes | Yes | No | No | No | No |
| Assign roles | Yes | Yes | No | No | No | No |
Role Assignment (Delegation)
Owners and admins can assign roles, but with limits:
| Actor | Can assign these roles |
|---|---|
| Owner | Admin, Manager, Reviewer, Member, Viewer |
| Admin | Manager, Reviewer, Member, Viewer |
- The Owner role cannot be assigned manually — it is derived from the workspace license.
- Admins cannot assign the Admin or Owner roles to others.
Timesheet Actions
| Capability | Owner | Admin | Manager | Reviewer | Member | Viewer |
|---|---|---|---|---|---|---|
| Submit timesheets | Yes | Yes | Yes | Yes | Yes | No |
| Approve timesheets | Yes | Yes | Yes | Yes | No | No |
| Reject timesheets | Yes | Yes | Yes | Yes | No | No |
| Lock timesheets | Yes | Yes | Yes | Yes | Own only | No |
| Share timesheets | Yes | Yes | Yes | Yes | No | No |
Settings and Configuration
| Capability | Owner | Admin | Manager | Reviewer | Member | Viewer |
|---|---|---|---|---|---|---|
| Edit workspace settings | Yes | Yes | No | No | No | No |
| Create workspace-scoped project rules | Yes | Yes | No | No | No | No |
| Create personal project rules | Yes | Yes | Yes | Yes | Yes | Yes |
| Create Team Access (TK) | Yes | Yes | No | No | No | No |
| Provision Team Access for members | Yes | Yes | No | No | No | No |
Dashboard Features
| Capability | Owner | Admin | Manager | Reviewer | Member | Viewer |
|---|---|---|---|---|---|---|
| Reports Quick Access card | Yes | Yes | Yes | No | No | No |
| Approvals waiting count | Yes | Yes | Yes | Yes | No | No |
How Roles Are Assigned
Roles are determined by two factors:
- Licensing role — Your base role is derived from your license type:
TEAM_ADMIN(workspace license holder) maps to Owner.SINGLE_USERmaps to Admin (for single-person workspaces).TEAM_MEMBERmaps to Member (baseline).
- Delegation — Owners and admins can elevate a member's role to manager, reviewer, or other levels through the Team Workspaces page.
Attribute Roles
Some users may have additional attribute labels that appear alongside their role but do not grant extra permissions:
- Trial — The user is on a trial license. Displayed as "Member (Trial)".
- App Admin — The user has application-level admin status. Displayed as "Admin (App Admin)".
These are informational only and do not affect what the user can do in the portal.