Who can manage clients, tags and statuses
This guide explains the Access settings in Admin Settings that control which access levels can manage clients, tags and task statuses in your workspace. It is for workspace admins who need to open up or restrict who can create, edit, archive or delete these items. By the end you will know how to choose an access option for each entity, how to set custom permissions per access level, and where each entity is managed day to day.
In Toggl, workspace admins control which access levels can create, rename, archive and delete three kinds of workspace data: clients, tags, and task statuses. This is done in the Access section of Admin Settings.
Where to find it
Open Admin Settings from the sidebar. Under Workspace Setup, open Access.
Only workspace admins can see and change these settings. If you do not see the Access section, you are not a workspace admin — ask one to make the change.
There is no plan restriction on the Access settings. They are available on every plan, including Free.
What you can control
Three permissions, one per entity:
| Permission | What it controls |
|---|---|
| Allow members to manage clients | Who can create, rename, archive and delete clients |
| Allow members to manage tags | Who can create, update and delete tags |
| Allow members to manage statuses | Who can create, update and delete task statuses |
Each permission has its own access dropdown. Click the arrow next to any permission row to expand it and see the per-access-level table.
The four access options
| Option | What it allows |
|---|---|
| Full access | All access levels can create, rename, archive and delete |
| Edit access | All access levels can create and rename (or create and update, for tags and statuses) |
| Restricted access | Only admins and managers can manage |
| Custom access | Set create, rename, archive and delete per access level |
The permission verbs differ slightly by entity:
-
Clients: create, rename, archive, delete
Rename also covers editing a client's details (internal reference, contact email and address). Archive covers archiving and unarchiving clients.
-
Tags: create, update, delete
-
Statuses: create, update, delete
Tags and statuses use "update" instead of "rename" — editing a tag or status can change both its name and its colour or emoji, so the broader term applies.
Custom access
Choose Custom access to expand the per-access-level table and set permissions individually.
The table shows one row per access level, with a checkbox for each permission verb and a Full checkbox that toggles all permissions for that access level at once.
| Column | What it does |
|---|---|
| Access | The access level name |
| Full | Toggles every permission for that access level |
| create | Can create new items |
| rename / update | Can rename (clients) or update (tags, statuses) |
| archive | Can archive (clients only) |
| delete | Can delete items |
Access levels in the table
- Workspace admin — always has full access. The row is checked and locked, with the subtitle "Always have full access". You cannot change it.
- Manager — editable. Check or uncheck each permission.
- Member — editable. Check or uncheck each permission.
- Custom access levels — editable, if your organization has created any.
- Guest — not shown in the table. Guests cannot manage clients, tags or statuses regardless of the access option chosen.
Default behaviour
Until an admin changes these settings, only workspace admins can create, rename, archive or delete clients, tags and statuses. All other access levels have no management permissions by default.
How changing access affects existing data
Changing an access option does not remove or undo anything people have already created. It only affects what they can do going forward. For example, if you switch clients from Full access to Restricted access, members can no longer create new clients, but any clients they previously created remain.
Where each entity is managed day to day
Access settings control who can manage each entity. The actual management happens in different places:
| Entity | Where it is managed |
|---|---|
| Clients | The Projects page: create a client from New > New client, and edit its details, archive it or delete it from the client picker, a project's row actions or the client group header. Archived clients are listed under Archived > Clients. See Clients in Toggl. |
| Tags | Admin Settings > Tags. See Tags in Toggl. |
| Statuses | Admin Settings > Statuses, and the Board view's column menu. See Task statuses. |
In the Toggl mobile app, you can also open Clients and Tags (and Projects) under Settings → Workspace to search active, completed and archived items. Depending on your access level, you can create and edit them; archive, unarchive or delete them; and restore a recent change with Undo.
Common questions
Why can't I see the Access section?
The Access section is only visible to workspace admins. If you are a manager, member or guest, you will not see it. Ask a workspace admin to change access settings for you.
Can I let members create tags but not delete them?
Yes. Choose Custom access for tags, then check create and update for the Member access level, but leave delete unchecked.
Can guests manage clients, tags or statuses?
No. Guests are excluded from the access table and cannot manage any of these entities, regardless of the access option chosen. Guests can only see a client name where it already appears on a project they have been invited to.
What happens when I archive or delete a client?
Archiving a client also archives its active projects, including their tasks. The confirmation tells you how many projects are affected first. If you don't have permission to archive all of them, nothing is archived. Unarchiving brings back only the client, and its projects stay archived. Deleting a client asks for confirmation and unlinks it from its projects. The projects, tasks and time logs are kept.
What happens if I delete a tag or status someone is using?
Deleting a tag removes it from every task, project and time log it is on — reports and saved filters that use it will change. Deleting a status moves all tasks in that status to the Todo status. Both actions show an undo toast immediately after deletion.