Customize co-worker access roles
Clockodo is launching a new concept for access rights – step by step and with far more flexibility than before. This article gives you a complete overview of the upcoming features.
We want to develop this new concept together with you and look forward to your feedback.
With individually configured co-worker access roles, you define which functions each co-worker can use – precisely matched to their responsibilities.
Whether it's project management, invoicing, or HR tasks: assign access rights based on real roles within your business. The result: targeted permissions for all areas of your organization.
The new structure creates more flexibility, supports efficient workflows, and reflects actual responsibilities more accurately.
Assign access rights with precision
In the Access groups section, manage access rights with much more flexibility. Add accesses step by step and configure each access group in greater detail. Instead of assigning predefined roles with specific access rights, you define which rights each co-worker access role should include – precisely tailored to the tasks and responsibilities within your company.
Access rights fall into three main categories, organized as tabs:
- Customer and project time tracking
- Co-worker administration
- Administration & Settings
Each category offers a detailed selection of individual access rights. In the Customer and project time tracking tab, for example, you can grant access to pure time tracking, revenue management, or master data editing – independently of one another.
You define exactly which co-workers gain access to which functions.
The previous role-based logic is gradually evolving into a modular system. Instead of rigid access levels, you manage access based on actual processes and responsibilities.
Create your own co-worker access roles – modular and customizable.
Fully compatible with existing setup
The new access rights options are available to anyone who wants to use them – but they remain optional. Nothing changes unless you want it to.
- Anyone who doesn’t need more granular access rights can continue using Clockodo as usual without making any changes.
- Bosses and absence managers retain their current functions.
- The new concept extends the current structure without replacing it.
Common use cases
1. Handling HR tasks
An HR team member needs to add new co-workers, update personal records, and manage teams. For these tasks, they need access to co-worker administration – but not to time entries or project hours of the team they manage.
With the new system, you assign an access group that includes only the relevant rights. The HR colleague handles all personnel tasks without accessing billing or administrative sections.
2. Focusing on invoicing
A co-worker in the finance department creates invoices, reviews project revenues, and processes billable time. For this role, access to invoicing and project tracking is essential – but not to general settings, co-worker data, or company-wide administration.
Previously, this required a manager role with broad access rights. The new system solves that: a dedicated access group includes only the necessary rights for invoicing. The co-worker works efficiently while staying out of sensitive or irrelevant areas.
3. View project hours without revenue information
Someone in your company needs insight into co-workers’ logged project hours but shouldn’t see the related revenue.
With the new access rights system, you assign this person to a rights group that does exactly that: they can view all project time entries, including tasks, but don’t see any revenue data. This setup ensures project transparency without revealing revenue details.
Step-by-step implementation
We’re rolling out the new access rights in stages. With each stage, Clockodo unlocks another element of the access groups. At every step along the way, the system ensures consistent access rights.
We are rolling out this update early and step by step on purpose – to actively gather your feedback and understand your requirements as precisely as possible. We warmly invite you to share your thoughts with us. To help us better understand your needs, feel free to book an appointment with our Customer Success team. This way, we can shape the new access rights concept together – perfectly aligned with your processes.
