Assignments: control who has access to what

Assignments in Beebole control which items each person can use: the projects they can log time against, the time off types and expense types they can pick, and the custom fields they see. Use them to keep timesheets short and relevant — each person only sees what applies to them.

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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.

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Set the account-wide defaults

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. For secondary projects, the account default can also be overridden per entity: on a specific project, person, or tag, choose All secondary projects available or No secondary projects available instead of following the default, or show and hide individual secondary projects one by one.

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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.

The panel adapts to the account-wide default. When the default already makes the item available to everyone, the sections flip into exclusion lists — Excluded individually and Excluded by tags — so you list the people who should not have it. On a project, the panel also starts with a toggle that overrides the account default for that one project: Available to everyone or Unavailable to everyone. Expense types have an extra Projects section to limit an expense type to specific projects, and custom fields have Projects and Tasks sections for the same purpose.

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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 time off, expenses, work schedules, tasks, projects, secondary projects, and custom fields. A project’s Show or hide panel covers secondary projects, 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 schedules / Hide schedules, and custom fields. Tasks are the exception: because assigning a task always grants it, the section is always Show tasks, whether or not Show all tasks is checked. Use this direction when onboarding one person onto several projects at once; use Who has access? when staffing one project with several people.

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Grant a whole category at once

In the Show tasks, Show projects, and Show secondary project sections of a person or tag, the selector lists each category as a row of its own. Click the category row to grant the whole category in one go; the chevron next to it still expands the category when you want a single item instead. A project’s Show or hide panel offers the same for secondary projects. A category granted as a whole stands for every task, project, or secondary project inside it, including anything you add to that category later. It appears as one badge in the category’s color, and its members disappear from the selector since they are already covered. Remove the badge to take the whole category back. For example, pick the Client category under Show projects to put every client project on a person’s timesheet without listing them one by one, or pick a planning under Show tasks to make all of its tasks available to that person. The same one-click pick works in a person’s Manages panel: adding a project category, a planning, or a tag category such as Department makes the person manager of everything inside it, now and in the future. See People for the panel itself. Categories are created and renamed from the category menu, described in Projects.

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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.

To set either one, click Planning in the sidebar, select the task, and open the Owner or Potential owners panel. See Task Planning for how owners and dates drive the Gantt and Kanban views.

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Which plannings a person can book

Alongside the item-by-item assignments above, one setting decides which whole plannings a person may record time on: Record time on these plannings, in the Categories tab of the Timesheet and Planning Settings panel. Add a planning to the list with Pick a planning. See Timesheet and planning settings for the setting itself. The list cascades like every other timesheet setting. The value on Account Settings applies to everyone, a value on a tag overrides it for everyone under that tag, and a value on a person overrides both for that one person — so you can let one team book time on a planning that stays out of everyone else’s timesheet. Beebole enforces the list when an entry is saved, not only in the timesheet’s pickers. Creating an entry on a task, or moving an existing entry to another task, checks the task’s planning against the list of the person the entry belongs to — not the person doing the typing. An entry that breaks the rule is refused with Your timesheet settings do not allow recording time on this task.

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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:

1. Click Projects in the sidebar and select the project.
2. Open Who has access? and switch the toggle to Unavailable to everyone.
3. Under Individually, add the five people — or tag them and add the tag under By tags.

Only those five now see the project when they log time. Everyone else’s project list stays uncluttered.

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Related content

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Frequently asked questions