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How do I manage permissions for apps and devices?

Define how your company, departments and individual employees record time

This article is for: Admin, Account owner

This feature is available in: Web app, Desktop app

Under Settings > Account settings > Permissions > Apps and devices, you define which apps and devices employees can track time with. You can also add exceptions for single departments and people, for example terminal-only time tracking for on-site staff.

Contents

  • How do the settings levels work together?
  • Set the account default
  • Set apps and devices for a department
  • Set an exception for a single person
  • What happens when an app or device is disabled?

How do the settings levels work together?

Permissions for apps and devices work on three levels: account default, department and person. The more specific level always takes priority. A person's setting overrides their department's setting, and a department's setting overrides the account default.

 

Info: If a change to the account default doesn't take effect for some employees, check whether their department or their own profile has a separate setting.

Set the account default

The account default applies to all employees in your company. All apps and devices are enabled by default. You can disable the ones your company doesn't need, for example the mobile app for teams that only work in the office.

Follow these steps

  1. Go to Settings > Account settings.
  2. Open the Permissions tab.
  3. Under Apps and devices, deselect every app and device employees shouldn't record time with:
    • Web app
    • Desktop app
    • Mobile app
    • Terminal
    • Tracker
    • NFC
  4. Click Save.

 

Info: Account owners always have access to all apps and devices, so you can't lock yourself out. Specific roles can also be given access to all apps and devices, regardless of these settings.

Set apps and devices for a department

A department can have its own setting that differs from the account default. This is helpful if, for example, warehouse staff should only record time at the terminal.

Follow these steps

  1. Go to Company > Departments.
  2. Click the department you want to edit.
  3. Open the Permissions tab.
  4. Under Apps and devices, select or deselect the apps and devices for this department.
  5. Click Save.

Tip: Click Reset to account default and then Save to return the department to the account default.

Set an exception for a single person

Individual employees can have their own setting, which overrides their department's setting. This helps if, for example, a department head often works off-site and needs the mobile app, while the rest of the team records time at the terminal.

Follow these steps

  1. Go to Company > Users.
  2. Click the person you want to edit.
  3. Open the Permissions tab.
  4. Under Apps and devices, select or deselect the apps and devices for this person.
  5. Click Save.

 

Tip: To remove the exception, click the reset button and then Save. The person then follows their department's setting again.

What happens when an app or device is disabled?

Changes take effect immediately. Employees can no longer log in to an app that's disabled for them. Instead, the login screen shows a message asking them to contact their administrator.

 

Warning: Disabling an app ends all active sessions in that app right away. If possible, change these settings outside working hours.

Also keep these points in mind:

  • Employees only see the options they have access to. A disabled Tracker or NFC is hidden in their app.
  • Once the Tracker or NFC is disabled, rotating the Tracker or scanning an NFC tag no longer starts a timer.
  • NFC works via the mobile app. Disabling the mobile app also affects NFC.

You now know how to manage permissions for apps and devices in TimeTac.