Assignments: control who has access to what

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

​

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

Secondary projects are the projects picked after the first one in a timesheet row that chains several categories, such as the activity picked after a client project in a row set to Client then Activity. See Project categories for how those rows are built. 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.

​

Grant access per item with Who has access?

Each project, time off type, expense type, and custom field has a Who has access? panel. On a task, the same list is called Potential owners. Here is where to find it: The panel lists who is linked to the item. On a project or a time off type, it has two sections:

• 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 project: Available to everyone or Unavailable to everyone. The toggle, and the people and tags you add, cover the project and every subproject below it. Expense types, custom fields, and tasks name their sections differently: The Projects section of an expense type limits it to specific projects. On a custom field, the Projects, Tasks, and Time off sections decide which projects, tasks, and time off types get the field. Which kinds of record can carry a custom field at all is set in its Custom field visibility panel. See Who a field is asked of. Work schedules work differently. A schedule’s Assigned to panel, in Settings > Work Schedules, sets who follows that schedule, not who may use it. Which schedules are available to a person is set only from the person or tag side, under Show schedules or Hide schedules. See Assigning a work schedule.

​

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. On a person or tag, the secondary project section appears only when a timesheet row chains several project categories. Archived items, and tasks marked done, drop out of these sections, but their links still apply and show again once the item is unarchived or reopened. Use this direction when onboarding one person onto several projects at once; use Who has access? when staffing one project with several people.

​

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. When projects or secondary projects are shown to everyone by default, the section reads Hide projects or Hide secondary project instead, and picking a category there hides the whole category. 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.

​

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 % FTE, the share of their working time planned for it.
• Potential owners: the people and tags the task is available to, in an Individually section and a By tag section. It never turns into an exclusion list, because assigning a task always grants it.

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.

​

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. While the Allow only planned tasks in the timesheet restriction is on, the plan replaces this list: every planning counts, and time is accepted only on the tasks the person owns. See Restrictions.

​

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.

​

Related content

​

Frequently asked questions