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:
The item-side and person-side panels edit the same underlying links — pick whichever direction is more convenient. All of these settings are saved automatically.
Set the account-wide defaults
1
Open Account Settings
Click the button with your initials at the bottom of the sidebar to open Settings, then click Account Settings.
2
Open Show or hide by default
Open the Show or hide by default panel.
3
Choose the defaults
Check or uncheck each option. Changes are saved automatically.
When an option is disabled here, items of that kind are hidden from everyone until you grant access individually — per item under Who has access?, or per person or tag under Show or Hide.
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:
The panel lists who is linked to the item:
- 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.
1
Open the item's settings
Navigate to the item (e.g., a project, an absence type) and open its settings.
2
Set the default
Look for the Availability or Assignment section. Toggle whether the item is available by default.
3
Save
Click Save. The default availability applies to everyone unless overridden.
4
Open the item or person
You can configure overrides from either direction — from the item’s settings (e.g., a project’s member list) or from the person/tag profile.
5
Add or remove availability
In the Availability section, add people or tags to include them, or remove them to exclude them from accessing the item.
6
Save
Click Save. The override takes effect immediately.
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.