Typologies and privileges
Four built-in typologies, and as many more as you need
The typology says what a person can do in Klokka: log their own hours, manage the catalogue, approve absences, see internal costs. Four come built in and stay as Klokka defined them; for any other combination you create a custom typology.
Running the work is not administering the product
The Administrator has everything switched on. The Manager does what the Administrator does except for four privileges: Member management, Typology management, Settings management and Audit log. They look after the team, the catalogue, absences and tasks, not the product. The User logs their own hours, sets their own goals and, when a client or project is missing, requests its creation. The Contributor is external to the company: they log hours only on projects where they have an hours allowance, flag when they are unavailable and do not use the desktop app, Goals, the Time Deck or Pomodoro.
How it works
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Start from a built-in typology
In “User management”, “User types” tab, the four built-in typologies carry the “system” mark: Klokka decides their privileges and realigns them on its own when a new feature arrives. They cannot be edited; they can be hidden from the choices for new members.
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Duplicate and change only what you need
“Duplicate typology” copies the privileges of Administrator, Manager or User into a new typology to rename; “New typology” starts from scratch. Every privilege is a switch, grouped by area: basics, management, administration, catalogue, tasks, extensions, internal costs.
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Assign it when you create the user
When creating the user you pick the typology. If one person needs an exception, you make it there, without inventing a new typology: in the list that person shows as “Custom”. In the same step you decide contract, hourly cost and which of other people’s entries they can see.
The Manager runs the work, the Administrator governs the product. Two jobs, two typologies.
What you can do
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Internal and external
Administrator, Manager and User are internal; Contributor is external and counts towards the plan’s external users, not its staff. An external typology cannot receive management privileges: members, catalogue, absences, internal costs, tasks for others.
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Custom typologies
They can be created, renamed, hidden and deleted. When one is deleted, the assigned members remain, without a typology, until someone reassigns them. The Contributor cannot be duplicated: hours allowance and unavailability are its identity and cannot be switched on for other typologies.
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Privileges that depend on others
“Approve creation requests” requires “Catalogue management”; “Goals for other members” requires “Goals section”; “See other people’s internal cost” requires “See your own internal cost”. Without the first, the second cannot be switched on, and the server rejects an inconsistent combination even if it comes from outside the interface.
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Privileges that exclude each other
“Request creation” is for people who do not manage the catalogue: it cannot coexist with “Catalogue management” or “Approve creation requests”. Whoever creates clients and projects directly has no need to request them.
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Privileges that follow extensions
Some privileges appear only when their extension is on: “Hours allowance management” with Extra hours, “Manage the staff hours allowances” with External collaborators, “Client timesheets” with Client statements, “Time Deck” and “Pomodoro” with the extensions of the same name. Switch the extension off and they disappear from typologies without touching them.
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Per-person exceptions
A privilege can be switched on or off for a single person, leaving the typology as it is: the User who must also manage tags, the Manager who must not see other people’s costs. The Contributor is the only typology that cannot be customised.
| Privilege | Administrator | Manager | User | Contributor |
|---|---|---|---|---|
| Internal / external | int. | int. | int. | est. |
| Member management | yes | no | no | no |
| Typology management | yes | no | no | no |
| Settings management | yes | no | no | no |
| Audit log | yes | no | no | no |
| Group management | yes | yes | no | no |
| Catalogue management | yes | yes | no | no |
| Request creation | no | no | yes | no |
| Absences and holidays management | yes | yes | no | no |
| Reports on every user | yes | yes | no | no |
| Assign tasks to other members | yes | yes | no | no |
| See other people’s internal cost | yes | yes | no | no |
| Goals section | yes | yes | yes | no |
| Desktop app | yes | yes | yes | no |
| Contributor with an hours allowance | no | no | no | yes |
Built-in values. Built-in typologies cannot be edited: for other combinations, duplicate the typology or customise the single person. “Contributor with an hours allowance” works when the External collaborators extension is on.
Frequently asked questions
Who can assign a typology?
Whoever holds “Member management”, which by default only the Administrator has. And they can grant only the privileges they hold: what they lack, they cannot give to someone else or put into a typology. The Administrator, the company founder and whoever holds “Assign all typologies” have no such limit; the latter is a privilege to switch on deliberately for someone who manages accounts without touching anything else.
Can the last administrator be removed?
No. Klokka must keep at least one active administrator: the buttons to change their typology, suspend them or remove their access are locked, and the server rejects the operation anyway. In the same way, you cannot edit or suspend your own account from this page.
Why can’t I edit the Manager?
Because the four built-in typologies are system typologies: Klokka defines their privileges and realigns them with every update, so a new feature arrives already assigned to whoever should have it. For different rules, duplicate the Manager and change the copy.
Does the typology also decide which of other people’s hours I see?
No, that is chosen per person, in the “Other people’s entries” step of user creation: nobody, the members of their groups, specific users or the whole company. The Contributor always sees only their own.
The other Klokka features
Try Klokka in your company
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Alex