Understanding User Roles and Permissions

Managing your team effectively means understanding the different user roles within Tidyflow and the permissions that come with each. Here’s a quick guide to help you assign the right roles and maintain control over your workspace.

User Types

There are three main firm user roles in Tidyflow, plus portal contacts:

• Owner
• Admin
• Standard
• Contacts (note: these users are managed as part of Contact Management and not in the normal User Settings)

Owner

Owners are the top-level users with the following capabilities:

• Full access to all features
• Manage Subscription
• Can view Private Projects and Jobs, only if granted access
• Add Billing and Cost Rates for Users
• Add permissions for other Users to Manage Time and Manage Billing

Admin

Admin users are similar to Owners, however see below:

• No access to manage Subscription
• Can view Private Projects and Jobs, only if granted access
• Full access to billing and time management features by default
• Can manage users (create, edit, delete)
• Cannot manage user permissions (this is Owner-only)
• Access to all reports and billing data
• Can manage rates and billing information

Standard

Standard users can participate fully in daily operations with the following exceptions:

• No access to billing details by default
• Cannot manage other users
• Unable to alter Firm Settings, such as the Firm’s name and other critical details
• Can only see their own time entries by default
• Can be granted additional permissions to access billing and time management features

Contact

Contact users can access the Client Portal.

Client access controls

Client access controls (a Pro feature) limit which clients a Standard user can see. Each Standard user has a client access setting with three options:

• All clients (the default): the user sees every client in your firm.
• Selected client groups: the user only sees clients in the client groups you choose. If a client belongs to any of those groups, it is visible.
• Assigned clients only: the user only sees the specific clients you assign to them.

When a Standard user is limited, their jobs, time, files, contacts, and reports are all scoped to the clients they can see. A job assigned directly to them stays visible even if its client is outside their scope. Owners and Admins always see every client.

You set this on the user’s profile in Settings → Users. Editing the setting requires the Pro plan; if you downgrade, existing restrictions keep applying and you can still open them back up to All clients.

Additional Permissions

Standard users can be granted additional permissions to expand their capabilities:

Manage Billing

Users with this permission can:

• Create and manage invoices
• View billing data and reports
• Access rate information for billing purposes
• View unbilled time logs (when combined with Manage Time permission)
• Export billing data

Manage Time

Users with this permission can:

• Manage time tracking across all users
• View time logs from all team members
• Access time-related data and reports
• View unbilled time logs (when combined with Manage Billing permission)
• Export time data with rate information

Combined Permissions

When a user has both “Manage Billing” and “Manage Time” permissions, they gain access to:

• The Unbilled section in the navigation
• Full unbilled time log management
• Ability to create invoices from time logs
• Complete billing workflow access

Permission Assignment

Permissions can be assigned to Standard users through the User Settings. Simply check the appropriate permission boxes when editing a user’s profile to grant them access to billing and time management features.