User Roles & Permissions

Vailo uses role-based access control to manage what each user can do in the workspace. The tables below come from the same permission rules that the app and the server enforce.

Overview of User Roles

Role	What it is for
Owner	Full access, including billing and deleting the workspace.
Admin	Everything a manager can do, plus inviting people, changing roles and approving timesheets.
Manager	Creates and manages projects, teams and project members.
HR manager	Approves timesheets and manages time tracking settings.
Finance manager	Manages billing, usage and time tracking settings.
Worker	Works on assigned tasks and tracks their own time.

Owner is not assigned: it is the person who created the workspace. Every other role is picked when inviting a user or later on the Members page: Worker, Manager, HR manager, Finance manager and Admin.

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Who Should Get Which Role

• Admin: people who run the workspace day to day together with the owner (operations leads, co-founders)
• Manager: project managers, team leads, department heads
• HR manager: HR staff, time tracking administrators, payroll coordinators
• Finance manager: finance department and accounting staff (available on every plan)
• Worker: developers, designers, content creators, most team members

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Permission Matrix

Capability	Owner	Admin	Manager	HR manager	Finance manager	Worker
Access the workspace	✅	✅	✅	✅	✅	✅
Track own time	✅	✅	✅	✅	✅	✅
Create projects	✅	✅	✅	❌	❌	❌
Manage projects	✅	✅	✅	❌	❌	❌
See all projects, including restricted ones	✅	✅	❌	❌	❌	❌
Manage members	✅	✅	✅	❌	❌	❌
Invite members	✅	✅	❌	❌	❌	❌
Change member roles	✅	✅	❌	❌	❌	❌
View audit logs	✅	✅	✅	❌	❌	❌
View billing	✅	❌	❌	❌	✅	❌
Manage billing and invoices	✅	❌	❌	❌	✅	❌
Change subscription plan	✅	❌	❌	❌	❌	❌
View usage	✅	✅	✅	✅	✅	❌
Manage branding	✅	❌	❌	❌	❌	❌
Manage job titles	✅	❌	❌	❌	❌	❌
Manage integrations	✅	❌	❌	❌	❌	❌
Deactivate workspace	✅	❌	❌	❌	❌	❌
Workspace administration	✅	❌	❌	❌	❌	❌
Manage time tracking settings	✅	✅	❌	✅	✅	❌
View team timesheets	✅	✅	❌	✅	❌	❌
Approve timesheets	✅	✅	❌	✅	❌	❌
Edit others' time entries	✅	✅	❌	✅	❌	❌
Approve time off requests	✅	✅	❌	✅	❌	❌
Set leave allowances	✅	✅	❌	✅	❌	❌

Every member can create and edit tasks and track their own time. Workers see only the projects they are assigned to. Some areas also depend on the plan: time tracking and audit logs need Standard or Premium.

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Changing User Roles

Only Owner and Admin can change user roles:

1. Go to Members in the workspace sidebar
2. Find the user
3. Pick the new role in the Role column

The user's permissions update immediately. Owners and Admins are shown read-only and cannot be changed there.

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Security & Access Control

Certain workspace areas are automatically protected by role:

• Members page: Owner, Admin and Manager
• Inviting members: Owner and Admin
• Projects and teams: Owner, Admin and Manager
• Workspace settings (branding, job titles, integrations): Owner
• Billing: Owner and Finance manager
• Usage: Owner, Admin, Manager, HR manager and Finance manager
• Audit logs: Owner, Admin and Manager
• Approving timesheets: Owner, Admin and HR manager

These restrictions are enforced both in the interface and on the server.

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Frequently Asked Questions

Q: Can we have multiple owners?
A: No, only one owner per workspace. However, Admins have most of the same permissions except billing, workspace settings and deactivating the workspace.

Q: How do I transfer ownership?
A: Contact support@vailo.io for ownership transfer assistance.

Q: Can Workers see billing information?
A: No, only Owner and Finance manager can access billing.

Q: Can Managers delete the workspace?
A: No, only Owner can deactivate the workspace from Danger Zone.

Q: What happens if I change someone's role?
A: Their permissions update immediately. They may lose access to certain features.

Q: Can I create custom roles?
A: Not currently. We offer 6 predefined roles that cover most use cases.

Q: Do Finance managers need a special plan?
A: No, the Finance manager role is available on every plan.

Q: Can HR managers create projects?
A: No, only Owner, Admin and Manager can create projects.

Q: Who can view audit logs?
A: Only Owner, Admin and Manager can view audit logs (available on Standard and Premium plans).

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Related Articles

• Create and Manage Workspace
• Invite Team Members
• Audit Logs & Security
• Plans and Pricing