New permissions: What's new for Project Managers?

This article is in reference to new Harvest permissions, being released the week of March 14, 2022. 

With new Harvest permissions, the Project Manager permissions title has been renamed  Manager. This update in terminology reflects the additional flexibility that comes with this mid-level permission in Harvest.

Here's a comparison between what Project Managers could see in Harvest with old permissions and what Managers can see with the newly expanded permissions. Note that many new permissions features are optional settings, which can be turned on or off per Manager (these optional settings are noted with an asterisk in the chart below)

 

Old permissions:  Project Managers

NEW!  Updated permissions:  Managers

Time/expense reports Can only report on time and expenses tracked by people assigned to projects they manage. Can report on time and expenses tracked to projects they manage AND time and expenses tracked by their assigned people.
Team reports Can't see the Team section. Can see Team, only for their assigned people

Team profiles

Can't see other people's profiles. 

Can see and edit some details of the profiles of their assigned people. 

Timesheet approval

Can approve time and expenses tracked to projects they manage.

Can approve time and expenses tracked to projects they manage AND time and expenses tracked by their assigned people.

Projects*

Can be opted in to create projects for all clients. 

Can edit projects they manage by default, even if they don't have permission to create projects. 

Can be opted in to create projects for all clients and edit projects they manage.

This makes editing projects an explicitly granted permission.

Tasks* Can create tasks via the project form by default.

Can create and edit tasks for the whole account from Manage > Tasks, as well as via the project form. 

This makes creating tasks an explicitly granted permission.

Clients* Can't create clients. Can create and edit clients from Manage > Clients.
Editing time and expenses for other people* Can't edit other people's time or expenses. Can edit time and expenses tracked on projects they manage AND tracked by their assigned people.
Create and view draft invoices*

Can create draft invoices for projects they manage.

They lose all access to invoices they created once the invoice is no longer a draft.

Can create and edit draft invoices for projects they manage. 

Can see all invoices for projects they manage, including invoices created by others.

If the invoice is no longer a draft, the Manager can view it, but can't edit it.

Manage and send non-draft invoices*

Can't view or edit non-draft invoices.

Can fully manage non-draft invoices for projects they manage. 

Estimates*

Can't view, create, or edit estimates. 

Can view, create, and edit estimates. 

Can create invoices from estimates if they also have permission to create invoices. 

Billable rates*

Can view and edit billable rates for projects they manage. 

Can view and edit billable rates for both projects they manage AND their assigned people.

indicates an optional permission setting for Managers.

For full details about Harvest permissions, please see team permissions.

Manager permissions in detail

Formerly called Project Manager, this mid-level permission is perfect for team members who are in charge of keeping your projects on track or who manage others. Managers can track time and expenses to projects they’re assigned to, and they can also manage projects and report on and approve time and expenses for projects they manage and their assigned people.

Managing projects

You can choose who manages a project when creating or editing a project or in a person's user profile. All Managers of a project can:

  • View the full report for the project. They can see all time and expenses tracked by other team members to the project, as well as how that compares to an hourly budget.
  • Approve hours and expenses tracked to that project by any team member (if approval functionality is enabled in the account).

New! Assigned people

You can also make people assignments for Managers. Administrators can assign people to a Manager by heading Team and clicking Actions > Edit next to the appropriate Manager.  Then start assigning people in the Assigned people tab on the left. 

All Managers with assigned people can:

  • Report on and approve time and expenses for their assigned people.
  • View their assigned people's progress from Team.
  • Edit some basic information in the user profiles of their assigned people (first name, last name, timezone). 
  • Resend the invitation to join the Harvest account to their assigned people. 

Managers can only see certain projects in their Projects section: those they manage, and those they’re assigned to that are set to show the project report to everyone on the project. Other projects won’t be listed there, even if the Manager or one of their assigned people can track time and expenses to them.

Managers can also be given additional, optional permissions:

Updated! Optional: Create projects for any client, and edit projects they manage

Managers with this permission can create projects for all clients in the account and they can edit projects they're assigned to manage. When setting up a new project, they can’t see or edit a fee-based budget, the hourly rate type, project fees, or the billable rates unless given the See and edit billable rates and amounts permission (see below).  They also won't be able to create new clients or tasks via the create project form unless they've been given special permission to Create and edit clients and tasks (see below). 

New! Optional: Create and edit all clients and tasks on the account 

Managers with permission to create and edit clients and tasks can access Manage > Tasks and Manage > Clients. Only Managers with the See and edit billable rates and amounts permission (see below) will be able to view and edit billable rates for tasks. 

New! Optional: Create and edit time and expenses for people and projects they manage

Managers with permission to edit time will be able to view and edit time tracked by people on projects they manage and/or time tracked by their assigned people.  If your account has the Expenses module on, these Managers will also be able to view and edit expenses tracked by people on projects they manage, or by their assigned people.

Updated! Optional: See and edit billable rates and amounts for projects and people they manage

Managers with this permission can see and edit fee-based budgets, hourly rate types, project fees, and billable rates on all projects they manage. They can also see and edit the billable rate for their assigned people.  If they have permission to Create and edit clients and tasks, they can create/edit task rates via the Manage > Tasks section. 

Updated! Optional: Create and edit draft invoices for projects they manage 

Managers with permission to create invoices can create and edit draft invoices for projects they manage. Note that by enabling this invoicing permission for Managers that they'll be automatically opted in to see and edit billable rates and amounts for projects and people they manage.

They’ll have access to Invoices > Overview and Invoices > Recurring, but not to Invoices > Report, Retainer, or Configure. With this permission, they can:

  • View invoices, only for projects they manage. This may include invoices created by other teammates.
  • Create invoices, only for projects they manage.
  • Edit draft invoices, only for projects they manage. If the invoice is no longer a draft (it's been sent, paid, written off, etc), the Manager can view it, but cannot edit it.
  • Save PDFs of invoices for projects they manage.
  • Print invoices for projects they manage.
  • Duplicate invoices for projects they manage, including non-draft invoices.
  • Create recurring invoice templates. Note that they cannot set up a recurring invoice to be sent automatically, which is restricted to Administrators.

New! Optional: Can send invoices and manage non-draft invoices for projects they manage

Managers opted-in to fully manage invoices for projects they manage will automatically be opted in to these other permissions:

  • Create and edit draft invoices for projects they manage
  • See and edit billable rates and amounts for projects and people they manage

Managers with this invoice permission enabled will be able to do everything in the previous section. Additionally, they will be able to do the following things for invoices linked to projects they manage (not for all invoices): 

  • Edit invoices, including after they've been sent
  • Send invoices to clients, and mark invoices as sent
  • Delete invoices
  • Record payments to and remove payments from invoices
  • Mark sent invoices as drafts
  • Write off sent invoices
  • Set up individual invoice reminders for sent invoices
  • Send thank-you messages to an invoice’s client

New! Optional: Create and and edit all estimates on the account

Managers with permission to create and edit estimates can access Estimates > Overview to create, send, and edit estimates.  Note that by enabling the estimates permission for Managers that they'll be automatically opted in to view and edit billable rates. 

What Managers can never do

Since Managers have many optional permissions, it could be helpful to know what a Manager can never do:

  • See other people’s time and expenses outside of projects they manage and/or their assigned people
  • See cost rates and amounts
  • Manage account settings
  • Close the account
  • Invite people to join the account
  • Withdraw approval of timesheets for others
  • Edit locked time and expenses

 

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