Rights management and permission controls in TimeLog Project

Unlocking TimeLog Project’s full potential

Project members, project managers and department managers all have different needs.

Therefore we want to help you unlock the system’s full potential according to your role. 

Roles in TimeLog Project

The external employee

The project member

The project manager

The salesperson

The Head of Department 

The senior Manager

The system administrator


The external employee

The external employee tracks time using a detailed or weekly timesheet. The weekly timesheet is a matrix week view showing all the events to which the external employee is linked. The employees then track their time in this matrix and add comments to each registration. 

Ext 1

The detailed timesheet is useful when the external employee is linked to several events. Select customer, project and period from the detailed timesheet, and build a weekly list of current projects.

Ext 2 

The project member

The project member can access the same features as the external employee, but also has full access to all additional types of registration, including travel expenses, regular expenses and time registrations. The project member uses a detailed timesheet, a weekly timesheet or the TimeLog Tracker app for smartphones or computers. The project member can also create events to be completed later and, has access to TimeLog Help Desk, provided their organisation has purchased it.

The Reports menu offers the project member a number of personal reports based on time registrations and events. This is where personal statistics are monitored and managed in accordance with budgets and allocations. Similarly, project members can monitor flex hours and absence in connection with doctor’s appointments, sick days, etc.

Flex -rapport

The Company menu lets the project member access the TimeLog Project CRM module to keep track of customers, leads, pipeline and opportunities. This is also the place to access employee information, the corporate holiday calendar and the CV management feature, if your company has purchased the TimeLog Skills module. 

The project manager

The Project Administration provides access to company-wide time registration reports and data. From here, the project manager can monitor the progress and finances of all their projects.

Project invoicing takes place in Project Administration or Management Reports. Invoices are set up in the invoicing section. With TimeLog EVM, project managers can even book the value of current projects, even when they have yet to be invoiced. Use the integration feature, if available, to transfer invoices to the financial system. Learn more by reading some of our many white papers on invoicing and project management. 

Use the TimeLog Project Resource planner in the Resource Management menu to schedule who works on what and when. Project managers can also use the feature to book employees in an Excel-based spreadsheet and then follow up using the Booked vs. registered work report and reschedule events as needed.

The system provides several project-manager reports showing budget status and progress, and real-time project overviews. The project overview report is an “all-inclusive” report covering all project data. TimeLog Help Desk reports are also accessible from the Reports section.

Full project overview

If your company schedules projects in Microsoft Project, project managers can import their project schedules into TimeLog Project. This is done from the Integrations section. 

The salesperson

The account manager has the same rights as the project member, although he has access only to linked projects. The account manager’s primary tool is TimeLog CRM, which includes all relevant data on customers and leads. 

The head of department 

For the department manager, we recommend TimeLog Departments, which provides a clear overview of your department’s project and budget performance. The department manager has access to all the same features in TimeLog Project as the senior manager (see below), but limited to data concerning their department. 

The senior manager

In addition to the same rights as the project manager, the senior manager has access to Management Reports with e.g. organisation, customer and employee performance data. Unlike the department manager, the senior manager can use the management reports to view performance information from all departments.

Management Reports also includes the TimeLog Project approval flow for time registration and absence, purchases, expenses and travel expenses.

Senior managers are allowed to create budgets and targets at corporate or employee level. Use Management Reports to follow up on these targets by providing analysis and performance reports. The reports can also be used for advanced reporting at management and Board level. View the contribution margin per project, customer and employee; internal or external analyses; and many other key financial figures. 

The system administrator

The system administrator has access rights to all TimeLog Project features and is the primary contact for employees in matters of system functionality or user rights. Configuring the system interface, enabling add-on modules and managing user rights and time registration features are some of the responsibilities of the system administrator. They can also activate TimeLog API as well as additional integration features, such as SharePoint and Microsoft Project.

The system administrator also sets up project templates and chooses variables on which to base project factors and streamline workflows. Another task is setting configurations for invoicing and project finances, including employee hourly rates in various currencies and across price lists.

The system also offers a number of advanced settings to manage normal working times and rules on expenses and payment forms in connection with travelling. If your company has purchased the TimeLog CRM, e-conomicHelp Desk or other modules, they can be configured as well. 

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