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A role in Beebole is a named set of permissions that controls what its holders can see and do. Every person has exactly one role, and each permission in a role sets two levels — View and Edit — scoped to targets such as Me, My team, or My projects. This page explains how roles work and what every permission controls.
Roles control what a person’s role lets them do — view or edit data. Which projects, time off types, and expense types are available to each person is a separate system, covered in Assignments.

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How roles work

Roles live in Settings > Person Roles — click the button with your initials at the bottom of the sidebar to open Settings. Each role is a grid of permissions with three pieces:
  • Permission — the area of Beebole it controls, such as Timesheet entries or Billing rates.
  • Edit — the targets whose data the role can create, change, or delete.
  • View — the targets whose data the role can see.
A permission with nothing selected shows Not allowed: people with that role don’t see that area at all. Some permissions — mostly account-wide definitions like Define time off or Tags — are simple on/off checkboxes instead of target selectors. Edit access always includes view access. When you add a target under Edit, Beebole adds it to View automatically; when you remove a target from View, it is removed from Edit too. At the top of the grid, the Admin role (full access) checkbox grants everything at once. Checking it replaces all individual permissions with full access; unchecking it clears the role so you can build it permission by permission.
A few permissions — such as Billing rates, Costs, Project budgets, and Time off balance — correspond to features included in higher-tier plans. If your subscription doesn’t include the feature, the permission has no effect, even for admins.

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Creating and managing roles

1

Open the roles page

Click the button with your initials at the bottom of the sidebar to open Settings, then click Person Roles.
2

Add a role

Click Add a role and type a name — for example Editor, Staff, or Project Lead.
3

Set the permissions

For each permission, pick targets under Edit and View, or check the Admin role (full access) box for full access. Use the Search… field to find a permission by name.
There is no Save button — every change to a role is saved automatically and applies to everyone holding that role. To manage an existing role, open its ⋯ action menu in the roles list: Duplicate copies the role with all its permissions, Archive hides it, and Delete removes it.
Start from a role that is close to what you need and use Duplicate, then adjust the copy. It is faster than building a role from scratch and you are less likely to miss a permission.
Every new Beebole account starts with three roles: Admin (full access), Manager, and Employee. You can edit them, duplicate them, or add your own.

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Permission scopes

For permissions with target selectors, the targets you pick under Edit and View define whose data the permission covers. Each permission only offers the targets that make sense for it. For example, a team leader role could have Timesheet entries set to Edit: My team and View: My team, Project colleagues — they can correct their own team’s timesheets and see, but not change, entries from project colleagues.

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Timesheet, time off, and schedule permissions

These permissions control day-to-day time tracking data.

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Approval permissions

A manager who approves timesheets needs Approval events edit access for their team; only admins who design the flow need Approval workflow.

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Billing, cost, and budget permissions

Financial data is hidden from anyone whose role has these set to Not allowed — they don’t see billing or cost amounts anywhere in Beebole, including reports.

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Expense permissions

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People permissions

Be deliberate with User account edit access: whoever holds it can change other people’s roles.

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Project, task, and tag permissions

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Custom field permissions

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Journal and report permissions

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Account and visibility permissions

These permissions cover account configuration and the access-control settings themselves. The last four are the controls described in Assignments — a role needs them to manage who has access to what.

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Assigning a role to a person

1

Open the person

Click People in the sidebar and click the person’s name.
2

Open the Email & role panel

In the person’s details, open the Email & role panel.
3

Pick the role

Next to Role, click the current role and choose another one from the Choose a role selector. The change is saved automatically.

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Best practices

  • Grant the least access that works. Start from Not allowed and add View before Edit, only for the targets each role really needs.
  • Name roles after responsibilities. Names like Project Lead or Finance make it obvious who should hold them.
  • Prefer few roles over many. Targets like My team and My projects adapt to each holder, so one Manager role can serve every manager.
  • Review roles when your structure changes. Targets follow manager and tag relationships — check that permissions still reach the right people after a reorganization.

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Related content

Assignments

Control which projects, time off types, and expense types are available to each person.

People

Add and invite team members, and manage their profiles and roles.

Tags

Group people and projects with tags — several permission targets follow tag managers.

Account Settings

Configure the organization-wide settings that several permissions gate.

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Frequently asked questions

Roles control what a person can do: view or edit timesheets, billing rates, reports, and so on. Assignments control which items are available to them: which projects they can log time against, or which time off types they can pick. Beebole applies both — a person needs the permission and the item.
No. Each person in Beebole holds exactly one role. If someone needs a mix of permissions from two roles, duplicate one of them and adjust the copy.
For each permission, View lets the role see the data and Edit lets it create, change, or delete it, each scoped to the targets you select. A permission with no targets selected shows Not allowed, and that area of Beebole is hidden from the role entirely.
Every new account starts with Admin, Manager, and Employee. The Admin role has the Admin role (full access) box checked, which grants every permission. You can edit these roles or add your own.
No. Beebole saves every change to a role automatically — adding a target, unchecking a permission, or renaming the role. There is no Save button on the roles page.