Assignments control which items are available to a person. What a person can do — view or edit data — is controlled by their role, covered in Roles & Permissions.
How access control works
Beebole resolves access from three places:| Layer | Where it lives | What it does |
|---|---|---|
| Account-wide defaults | Show or hide by default in Account Settings | Decides whether each kind of item is available to everyone by default |
| Item-side access | Who has access? on a project, time off type, expense type, or custom field | Adds people and tags to a hidden item, or excludes them from a visible one |
| Person-side access | Show or Hide on a person, tag, or project | The same relationships, edited from the other direction |
Set the account-wide defaults
Open Account Settings
Click the button with your initials at the bottom of the sidebar to open Settings, then click Account Settings.
| Option | What it controls |
|---|---|
| Show all projects | Whether every project is available to everyone by default |
| Show all secondary projects | Whether secondary projects are available by default |
| Show all time off | Whether every time off type is available to everyone by default |
| Show all expenses | Whether every expense type is available to everyone by default |
| Show all tasks | Whether every task is available to everyone by default |
| Show all custom fields | Whether every custom field is available to everyone by default |
Grant access per item with Who has access?
Each project, time off type, expense type, and custom field has a Who has access? panel. Here is where to find it:| Item | Where to find it |
|---|---|
| Project | Click Projects in the sidebar, select the project, and open Who has access? |
| Time off type | Go to Settings > Time Off, select the type, and open Who has access? |
| Expense type | Go to Settings > Expense Type, select the type, and open Who has access? |
| Custom field | Go to Settings > Custom Field, select the field, and open Who has access? |
| Work schedule | Go to Settings > Work Schedules, select the schedule, and open Assigned to |
| Task | Click Tasks in the sidebar, select the task, and open Potential owners |
- Individually — add specific people with the Select person selector.
- By tags — add whole groups with the Select tag selector. Everyone tagged with that tag, or any of its descendants, gets access.
Time off types, expense types, and custom fields don’t carry their own default toggle — their default comes from the Show or hide by default options above. Projects are the exception, with the per-project toggle.
Edit access from the person or tag side with Show or Hide
The same links can be managed from the people side. Click People (or Tags) in the sidebar, select a person or tag, and open the Show or Hide panel. For a person or tag it covers five kinds of items — time off, expenses, tasks, projects, and custom fields. A project’s Show or Hide panel covers expenses and custom fields. Each section follows the account default, just like the item-side panel: Show projects lists the projects added for this person, while Hide projects lists exclusions when all projects are visible by default. The same pattern applies to Show time off / Hide time off, Show expenses / Hide expenses, Show tasks / Hide tasks, and custom fields. Use this direction when onboarding one person onto several projects at once; use Who has access? when staffing one project with several people.Task assignment
Tasks are independent planning items, separate from projects, and carry their own assignment attributes:- Owner — the single person responsible for the task, with their planned full-time percentage.
- Potential owners — the people and tags the task is available to, managed like any Who has access? list with Individually and By tags sections.
Example: a client project for a five-person team
Suppose the Website Redesign project for Acme Corp should only appear on five people’s timesheets:- Click Projects in the sidebar and select the project.
- Open Who has access? and switch the toggle to Unavailable to everyone.
- Under Individually, add the five people — or tag them and add the tag under By tags.
Related content
Roles & Permissions
Define what each role can view and edit across Beebole.
Projects
Create and organize the projects your team tracks time against.
Tags
Group people with tags to grant access to whole teams at once.
Time Off
Configure time off types, allowances, and balances.
Frequently asked questions
What is the difference between assignments and role permissions?
What is the difference between assignments and role permissions?
Assignments decide which items are available to a person in Beebole — which projects, time off types, and expense types they can pick. Role permissions decide what they can do with data — view it or edit it, and for whom. Both apply at the same time.
How do I make a project visible to only a few people?
How do I make a project visible to only a few people?
Open the project’s Who has access? panel, set the toggle to Unavailable to everyone, then add the right people under Individually or a tag under By tags. Only the people you add see the project in Beebole.
Can I grant access to a whole department at once?
Can I grant access to a whole department at once?
Yes. Tag the department’s people, then add that tag under By tags in the item’s Who has access? panel. Anyone tagged later inherits the access automatically, including through descendant tags.
Where do I set what everyone sees by default?
Where do I set what everyone sees by default?
In Beebole’s Account Settings, under Show or hide by default. Each option — projects, secondary projects, time off, expenses, tasks, and custom fields — decides whether that kind of item is available to everyone or hidden until granted.
Do I need to save after changing access settings?
Do I need to save after changing access settings?
No. Beebole saves changes in Who has access?, Show or Hide, and Show or hide by default automatically as you add or remove people, tags, and options.