User Roles & Permissions
Understand the different user roles in TempClock and what each one can access, so you can give your team the right level of control.
Overview
How user access works in TempClock.
TempClock uses roles to control what each user can see and do. Rather than giving everyone the same level of access, you can assign roles that match each person's responsibilities. This keeps sensitive settings and billing information restricted to the people who need it, while still giving managers and team members the access they need to do their jobs.
The principle is simple: give each user the minimum level of access they need. An office manager who reviews timesheets does not need access to billing, and a client does not need access to your internal settings.
Two Types of Users
TempClock has two distinct categories of users.
Users in TempClock fall into two categories, each with a different portal and purpose:
Your internal team (Admins, Managers, Viewers) who run the day-to-day operations
Your end clients who need read-only access to see their workers' timesheets and reports
Admin Role
Full access to everything in the manage portal.
The Admin role gives a user complete access to every feature in the manage portal. Admins can manage workers, timesheets, shifts, reports, and settings — including billing, user management, and portal user management.
This is the role given to the person who sets up the TempClock account. You should only assign Admin to people who need full control over the system.
Limit the number of Admin users. In most organisations, one or two Admins is sufficient. Everyone else can use the Manager or Viewer role.
Manager Role
Day-to-day operations without sensitive settings.
The Manager role is designed for team leaders, supervisors, and operational staff. Managers have access to all the tools they need to run day-to-day operations, including workers, timesheets, shifts, and reports. However, they do not have access to billing, subscription settings, or user management.
Managers cannot:
The Manager role is perfect for shift supervisors, office managers, and team leads. They can handle everything related to workers and timesheets without accidentally changing system settings.
Viewer Role
Read-only access for people who just need to see data.
The Viewer role gives read-only access to the manage portal. Viewers can see the dashboard, timesheets, and reports, but they cannot make any changes. This is ideal for people who need to monitor operations without modifying anything — for example, a finance team member who reviews hours, or a director who wants to check the dashboard.
Viewers see everything but change nothing. This is the safest role to assign when you want someone to have visibility without the risk of accidental changes.
Client Portal Users
Give your end clients secure, read-only access to their data.
Client Portal users are separate from your internal team. They log in through a different URL (/portal/login.php) and can only see data that belongs to their client account. This is always read-only — clients can view timesheets and reports for their workers but cannot make changes.
You can create and manage portal user accounts yourself from the manage portal. Go to More > Settings > Portal Users to add, edit, or deactivate portal logins. See the Creating Portal Users guide for step-by-step instructions.
Read-only, always
Restricted to their own client data (workers, timesheets, reports)
Separate client portal login at /portal/login.php — different from the manage portal
Create and manage portal users from More > Settings > Portal Users
The client portal and the manage portal have separate logins. If a client tries to log in to the manage portal, it will not work — and vice versa. Make sure you give clients the correct portal URL.
Changing a User's Role
How to update someone's access level.
Only Admin users can change another user's role. Here is how to do it:
Go to More > Settings > Users
In the manage portal, click More in the sidebar, then Settings, and then click Users.
Find the user
Scroll through the user list or use the search box to find the person whose role you want to change.
Click Edit
Click Edit next to the user's name. Their profile will open.
Change the role
Use the Role dropdown to select the new role: Admin, Manager, or Viewer.
Save changes
Click Save to apply the new role. The change takes effect immediately — the next time the user refreshes the page, they will see the updated access level.
When you change someone's role, their access updates immediately. Let the person know about the change so they are not surprised when they see different options in the portal.
Role Comparison at a Glance
| Feature | Admin | Manager | Viewer |
|---|---|---|---|
| Dashboard | Yes | Yes | Yes |
| Workers & Timesheets | Yes | Yes | View only |
| Reports & Exports | Yes | Yes | View only |
| Safety (Fire Register, Occupancy) | Yes | Yes | Yes |
| Locations & Settings | Yes | No | No |
| Billing & Subscriptions | Yes | No | No |
| User Management | Yes | No | No |
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