Getting Started
Welcome to HourOps. Follow this 6-step sequence to fully configure your organization's workspace, define rules, and onboard your team effectively.
1. Create Designations
Define the organizational structure by creating standardized job titles and designations for the company.
2. Set Company Leave Types
Configure the different types of leaves available for your employees (e.g., Vacation, Sick Leave, Maternity), including default annual limits.
3. Define Public Holidays
Add your organization's official public holiday calendar to ensure accurate timesheets and automatic leave deductions.
4. Build Custom Role Groups
Set up security rules by creating Role Groups. Mix and match permissions (like 'Approve Timesheets') to build custom roles like 'PMO' or 'Auditor'.
5. Import Your Team
Add your employees. Assign them designations, allocate yearly leave balances, and set their managers. (Tip: Import managers first for easy mapping).
6. Invite & Activate
Send invites. Upon accepting the email invitation, your employees will set their passwords, log in, and begin using the platform.
Custom Role Examples
You can combine any of the available permissions to create tailored roles for your organization. Here are a few common examples.
Custom Role: External Auditor
Designed for independent audits and seamless ISO checks.
Custom Role: PMO Lead
Built for department management and workflow control.
Custom Role: Tech Lead
Allows for project oversight and timesheet approvals for a development team.
Create invoices from approved work
HourOps uses approved timesheets as the source of truth. Pending, rejected, and draft timesheets are never included, and approved hours cannot be added to two open invoice requests.
Internal invoicing
An organization administrator gives selected users the Submit Invoice permission. Those users can prepare an invoice from approved work inside their organization, while the administrator keeps control of who receives access.
Sub-account vendor invoicing
A sub-account administrator prepares an invoice from approved vendor timesheets and sends it to the parent organization. Regular sub-account users cannot submit invoices.
Platform Capabilities
HourOps provides highly granular controls over what your employees can see and do. Below is a comprehensive breakdown of features by category, detailing the exact permissions you can grant to your team members when building Role Groups.
Users
Manage employee profiles, designations, and organizational hierarchies. Control who can onboard new team members or update existing profiles.
View Users
Grants read-only access to the organizational user directory. Users with this scope can view employee profiles, contact information, and reporting hierarchies.
Create User
Allows the provisioning of new employee accounts within the organization. This includes setting up initial designations, mapping managers, and sending invites.
Edit User
Permits modification of existing user profiles. This includes updating names, reassigning managers, changing designations, and updating contact details.
Delete User
Provides the authority to permanently remove or deactivate a user account from the system, revoking their access and disabling future logins.
Projects
Control project planning, editing, and assignment. Organization administrators can manage projects across the active workspace, while delegated users act only through their assigned permissions.
View Projects
Enables visibility into assigned and available projects across the organization. This is a foundational scope for project managers and team members to track project statuses.
Create Project
Allows creating projects with a name, description, estimated hours, and start and end dates. This action is also available through the AI Assistant when the user holds this permission.
Edit Project
Permits updating project names, descriptions, estimated hours, and date ranges. The AI Assistant can perform the same controlled edits for authorized users.
Delete Project
Grants the ability to permanently delete a project and all associated cascading records (like tasks). This is a highly privileged, destructive action.
Assign Project
Enables assigning or removing eligible project members. Project assignees must hold permission to create or edit project tasks.
Tasks
Granular control over specific work items within projects. Manage permissions for creating, assigning, and tracking individual deliverables.
Create Task
Allows creating work items under a project with a name, hours, and date range. Authorized users can also create tasks through the AI Assistant.
Edit Task
Permits updating task names, descriptions, estimated hours, and date ranges, including through the scope-aware AI Assistant.
Delete Task
Provides the authority to delete a project task entirely. Note that deleting tasks may impact historical timesheet data linked to them.
View Task
Grants visibility into project tasks. Necessary for users to understand what work is available or required within a project.
Assign Task
Enables assigning tasks to eligible subordinates. Organization administrators can assign tasks across the active workspace; the AI Assistant applies the same boundaries.
Timesheets
Govern the flow of time tracking and approvals. Configure exactly who can submit hours, view team logs, and authorize timesheets.
Submit Timesheets
Allows an employee to log their daily or weekly hours against assigned project tasks and submit them for managerial approval.
View My Timesheets
Grants a user read-only access to their own historical and pending timesheet entries.
View Team Timesheets
Enables managers to view the timesheets of their direct and indirect reports within the organizational hierarchy.
View All Timesheets
Provides global visibility into every timesheet across the entire organization, typically reserved for HR or administrative roles.
Approve Timesheets
Allows reviewing, approving, rejecting, and recalling eligible timesheets. Managers act across their reporting hierarchy; members with Edit Organization can act workspace-wide.
Leaves
Control the entire time-off request lifecycle. Define who can apply for vacation, view team availability, and approve leave requests.
Request Leaves
Enables an employee to apply for time off using their allocated leave balances.
View My Leaves
Grants users visibility into their own leave requests, statuses, and remaining leave balances for the year.
View Team Leaves
Allows managers to monitor the leave requests, balances, and absence calendars of their team members.
View All Leaves
Provides comprehensive access to all leave data organization-wide. Essential for HR teams handling payroll or compliance.
Approve Leaves
Allows approving or rejecting eligible leave requests. Managers act across their reporting hierarchy; members with Edit Organization can act workspace-wide.
Holidays
View the organization's official public holiday calendar. Creating, editing, or removing public holidays requires the Edit Organization permission.
View Holidays
Grants visibility into the organization's public holiday calendar, allowing employees to plan their work and time off appropriately.
Roles & Organization
High-level administrative controls for configuring company settings and building custom security roles.
View Organization
Grants read access to the organization profile, settings, and structural information. The customer administrator can assign this permission to any member through a custom role.
Edit Organization
Identifies a workspace administrator. It allows organization settings and policy management, workspace-wide leave and timesheet approvals, project and task management, reporting access, and subscription visibility for a primary account. User and role operations still require their own permissions.
Delete or Deactivate Organization
Allows a trusted administrator of a primary customer account to start protected deactivation or permanent-deletion workflows. Sub-account administrators cannot delete or deactivate their own workspace.
View Roles
Enables visibility into the various custom Role Groups established within the organization and the specific permission scopes attached to them.
Create Roles
Allows an administrator to define new Role Groups and attach an array of security scopes to govern access control.
Edit Roles
Permits modifying existing Role Groups, including altering their name, description, or the granular permission scopes they grant.
Delete Roles
Grants the authority to completely remove a Role Group from the system, instantly revoking its associated permissions from any mapped users.
Company Leave Types
View and configure the different categories of time off (e.g., Sick, Vacation, Maternity). Creating or editing company leave types requires the Edit Organization permission.
View Company Leave Types
Grants read access to view the various categories of leaves (e.g., Sick Leave, Vacation) configured by the organization.
Assign and Grant Employee Leave
Allows administrators to synchronize company leave allocations and grant audited, employee-specific special leave such as compensatory, maternity, or paternity leave. Used leave is preserved during synchronization.
Sub-accounts
Manage isolated vendor, contractor, or subsidiary workspaces. Parent administrators must switch into a sub-account before performing workspace-level actions there.
View Sub-accounts
Allows viewing sub-account workspaces associated with the parent organization and switching into an authorized workspace.
Create Sub-accounts
Allows creating isolated sub-account workspaces for vendors, contractors, subsidiaries, or other operating units.
Edit and Manage Sub-accounts
Allows managing sub-account details and, together with Create Sub-accounts, performing authorized administrative actions after switching workspaces.
Delete Sub-accounts
Allows an authorized parent-organization administrator to remove an eligible sub-account through the protected lifecycle workflow.
History & Auditing
Access detailed audit logs and activity histories for security, compliance, and accountability monitoring.
View History
Grants a user access to view their own personal activity and audit logs within the platform.
View Team History
Allows managers to audit the activity logs and history of their direct reports for accountability.
View All History
Provides comprehensive, organization-wide access to all audit logs and activity histories. Typically used for security and compliance monitoring.
AI Assistant
Use natural language for approved leave, timesheet, project, and task workflows. Every request is checked against the user's permissions, reporting hierarchy, active workspace, and tenant isolation rules before execution.
Use AI Assistant
Grants access to the AI Assistant. Actual actions still require the corresponding operational permission; destructive deletions, user administration, role administration, organization lifecycle changes, company policy changes, and subscription operations remain blocked.