In Toggl 2.0, there are six access levels: Organization Admin, Workspace Admin, Manager, Member, Time Tracker, and Guest. Members imported from Toggl Track can also hold the Analyst or Project Lead access level — see Analyst and Project Lead below.
Access levels vs roles: an access level sets what someone can see and do in Toggl. A role, such as Designer or Developer, describes the work they do and is used for estimates, staffing and reports. Roles don’t change permissions. See Overview of the Members page.
- Organization Admin & Organization Owner — Access to everything, can invite workspace users and define access levels.
- Workspace Admin — Full access to Toggl 2.0 with admin capabilities. Cannot invite new users or manage integrations.
- Manager — Can create, edit and delete tasks, time blocks and entries, and projects. They can view workspace users.
- Member — Can create, edit and delete tasks, time blocks and time entries. They can view projects.
- Time Tracker — Can create, edit and delete time entries and time blocks. They can view tasks and projects, but can't create, edit, or delete tasks.
- Guest — Can edit their own tasks in projects they're invited to. They can view general project info on projects they're invited to and add notes.
Organization Admins can invite new team members and change existing access levels from the Members page.
| Permission | Organization Admin | Workspace Admin | Manager |
Member |
Time Tracker |
Guest |
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| ORGANIZATION-LEVEL | ||||||
| View capacities |  |
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| View all users’ reports | |
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| Manage working hours | |
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| View all users’ time off | |
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| WORKSPACE & USERS | ||||||
| Invite users to a workspace | |
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| Change existing users' permissions | |
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| View assigned organizations and workspaces | |
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| View workspace activity, settings and users | |
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| View user groups | |
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| Manage user groups | |
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| Remove workspace users | |
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| Define access to clients, tags and statuses | |
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| TASKS | ||||||
| View tasks | |
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| Manage tasks | |
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| View assigned tasks | |
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| Manage assigned tasks | |
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| TIME ENTRIES & TIME BLOCKS | ||||||
| View and manage time entries | |
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| Manage assigned time entries | |
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| Manage time entries and time blocks on assigned projects | |
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| Manage assigned time blocks | |
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| Edit locked time logs (on or before the workspace lock date) | |
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| Set, change, or remove the time log lock date | |
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| PROJECTS & MILESTONES | ||||||
| View public projects | |
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| Manage projects | |
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| View projects they're assigned to | |
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| View and manage private projects they're not a member of | |
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| Set a project as recurring | |
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| Mark a project as complete | |
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| Edit a project template | |
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| View milestones | |
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| Manage milestones | |
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| CLIENTS | ||||||
| View, create, rename, archive, or delete clients | |
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| TAGS & STATUSES | ||||||
| View workspace tags | |
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| Manage workspace tags | |
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| Manage tags in projects or tasks | |
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| View tags in projects or tasks | |
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| Create, update, or delete tags and statuses | |
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| CUSTOM FIELDS | ||||||
| Create and manage custom fields for the workspace | |
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| REPORTS | ||||||
| View reports with everyone's data | |
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| View their own data in reports, excluding financial information* | |
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| RATES | ||||||
| Create and edit workspace rates | |
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| Create and edit project and member rates | |
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| View workspace rates | |
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With Rates access* |
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| View project and member rates | |
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With Rates access* |
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| Change billable status | |
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| View billable status | |
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With Rates access* |
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| WORK HOURS | ||||||
| Edit own work hours | |
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| View and edit others' work hours | |
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* Only if an Organization Admin has ticked View billable rates under the member’s Rates access. View only. See Rates access for Members.
* Project managers and Team leads also see other people’s time for the projects or teams they manage.
What each access level can see: costs, rates and other people's data
Some data in Toggl is sensitive: billable rates, labor costs, profitability, other people's tracked time, private projects, time off and the audit log. Here is what each default access level can and can't see.
Organization Admin
• Can see: everything. Organization Admins are automatically Workspace admins in every workspace, so they see everything below. They also see everyone's time off and balances, organization members, SSO settings and the organization audit log.
• Can't see: nothing is hidden from this access level.
Workspace admin
• Can see: labor cost, all billable rates (workspace, member and project), profitability reports and margin targets, utilization reports and targets, everyone's time in reports, all private projects and tasks, the workspace audit log and timesheet approvals. They can edit all of these. On Starter and above, they can also log and edit time for teammates from a task’s Logged tab. See Tasks in Toggl.
• Can't see: organization-level settings (members, SSO, time off approvals and balances). Those need Organization Admin.
Manager
• Can see: labor cost, member and project billable rates (and can edit them), the workspace billable rate (view only), profitability reports and margin targets, utilization reports, project estimates and team capacity totals.
• Can’t see: other people’s tracked time. Reports show only the Manager’s own time entries, unless they are also a Team lead, or a Project manager on the project (see “Added on top of a workspace access level” below). Profitability always shows only their own time entries. Managers can’t log time for teammates from a task.
Member
• Can see: their own tracked time, project estimates and their own time off.
• Can't see: labor cost, billable rates (including their own), billable amounts or the billable/non-billable split in reports, Profitability or Utilization reports, other people’s tracked time (unless they are a Team lead, or the Project manager of the project the time was tracked on), or private projects they aren't a member of.
• Rates access: an Organization Admin can let a Member see billable rates, labor costs, or both, from the member’s details page. This is view only. See Rates access for Members below.
Time Tracker
• Sees the same sensitive data as a Member with Rates access off. The two access levels differ in what they can manage, not in what they can see. Rates access isn’t available for Time Trackers.
Guest
• Can see: only the projects they've been added to, and the tasks in them.
• Can't see: reports, rates, labor cost, profitability or anyone's tracked time.
Added on top of a workspace access level
• Project manager (set per project): manages that project’s members and tasks, and sees everyone’s time entries on that project and its sub-projects in the Summary and Time Logs reports, including filtering and grouping by Member. This works with any workspace access level. It doesn’t extend to Profitability, Workload or Utilization reports, and it adds no cost, rate or profitability data.
• Team lead (set per team): sees their team members' time in reports, plus the team's capacity and timeline, and approves the team's time off. It adds no cost, rate or profitability data.
Rates access for Members
Members can’t see billable rates or labor costs by default. An Organization Admin can turn this on per member: open the member’s details page from Members, then tick the options under Rates access.
- View billable rates: the member sees the workspace rate, every member’s rate, project rates and billable status.
- View labor costs: the member sees labor costs.
Both are view only and off by default. They’re available for the Member access level, and for imported Analysts (view only) and Project Leads (view and edit). Changing a member’s access level turns both off. You can’t change your own Rates access.
Analyst and Project Lead (imported from Toggl Track only)
When a workspace is imported from Toggl Track, people who were Analysts or Project Leads in Toggl Track get an Analyst or Project Lead access level in Toggl, so they keep similar permissions instead of becoming Members.
- These access levels are only for imported members. They aren’t offered when you invite someone or change an access level.
- If you change an imported Analyst or Project Lead to another access level, you can’t switch them back.
Analyst
• Can do: everything a Member can, plus see everyone’s time in reports, Utilization reports, workspace activity, and private projects and tasks.
• Can’t do: edit anything a Member can’t, create or manage clients, tags or statuses, or see Profitability reports. Billable rates and labor cost follow the member’s Rates access settings, view only.
Project Lead
• Can do: everything a Member can, plus create, edit, archive and delete projects (public and private), manage every project’s members and tasks, edit project templates and estimates, create and manage clients and tags, and see everyone’s time in reports. Billable rates and labor cost follow the member’s Rates access settings, and can be viewed and edited when they’re on.
• Can’t do: manage statuses or fixed fees, see Profitability reports, or see everyone’s capacity and timeline.
Plan limits still apply, for example Utilization reports and labor cost need Premium or Enterprise.
Labor cost, Profitability and Utilization reports, member rates on projects, and the audit log are available on Premium and Enterprise.
Sharing a report with people in the workspace is available to Organization Admins, Workspace admins, Managers, and Members on Starter and above.
Publishing a link that anyone can open is only for Organization Admins and Workspace admins, on Starter and above.
How do access levels in Toggl 2.0 compare to the ones in Toggl Plan?
| Toggl Plan | Toggl 2.0 |
|---|---|
| Owner - Access to everything, can edit billing information | Organization Admin & Organization Owner - Access to everything, can invite workspace users and define access levels. |
| Workspace Admin - Access to everything, cannot invite new users. | |
| Admin - Access to everything | Manager - Can create, edit and delete tasks, time blocks and entries, and projects. They can view workspace users. |
| Member - Has access to all Teams and Projects in the workspace. By default, a Member can edit all Tasks, Teams and Projects | Member - Can create, edit and delete tasks, time blocks and time entries. They can view projects. |
| Guest - Has access only to the Teams and Projects listed on their user profile. By default, a Guest can edit all Tasks, Teams and Projects they have access to. However, you can limit the Guest to only being able to edit tasks assigned to them. | Guest - Can view only the Projects they're invited to. Guests can edit their own tasks and add notes to tasks in projects they're assigned to. |