Yes. Someone with only the Timesheet/Expense User role can track time and record their own expenses, but can't open projects or tasks. It suits contractors, a customer's staff, or team members who only need to log hours.

Set up the person

Administrators, Finance Managers, Portfolio Managers and Project Managers can add people and give them this role.

  1. In Contacts, open the person, or add them: on the Team tab with Add User, or on the Company Contacts tab with Add Contact for a customer's staff or a contractor.

  2. Under Assign Roles, tick Timesheet/Expense User and untick every other role. On a new team member, Project Collaborator and Chat User start ticked, so untick those.

    Editing team member Tom Okafor: under Assign Roles on the right, only Timesheet/Expense User is ticked, next to his contact details, Standard Working hours and default rates

  3. Click Save.

  4. Add them to the projects they work on, with Timesheet entry allowed? ticked. It's ticked automatically when someone who already has the role joins a project. See project membership.

What they can see and do

  • Timesheets and Expenses in the left menu, the timer at the top of every page, and the Dashboard.
The left menu for someone with only the Timesheet/Expense User role: Timesheets, Expenses, Reports and Help, with no projects, tasks, contacts or invoices
  • Reports, but only their own: My Timesheet Details, My Expense Details, My Utilisation Report and, when resource scheduling is on, My Schedule vs Timesheets. See project management reports.
  • The projects they're a member of with Timesheet entry allowed?, and those projects' tasks, when they log time. Company contacts don't see tasks hidden from external contacts.
  • Their own expenses only.

They don't get the project and task pages, Contacts, invoices or chat. Because they can't open a task, they log time with the timer or in Day or Week view, not from a task. If a project is missing from their list, see I can't see a project.

Good to know

  • Licences: the role counts towards your plan's Timesheet/Expense Users, for team members and company contacts alike, even if they never sign in. See roles and licences.
  • Timesheets but not expenses: the role always covers both. To hide expenses, an Administrator or Finance Manager can switch off Expenses under Enabled/Disabled Modules in Settings › General. That hides the module for everyone in the account. See general settings.
  • More access later: add Project Collaborator so they can open the projects they're a member of and work on tasks.
  • Entering time for them: Administrators, Finance Managers and Portfolio Managers can fill in their timesheet. See editing another person's timesheet.