Users & Roles

Hourli.ai uses a role-based access control system to manage what each team member can see and do.

Inviting Users

1. Go to Manage → Users
2. Click Add User
3. Enter the person's email address
4. Choose whether they're an Employee or Vendor
5. Click Send Invite

The user will receive an email invitation. When they sign in with Google using that email address, they'll automatically join your organization. No separate "accept" step required.

Invite from entities

If you've already added employees or vendors with email addresses, you can bulk-invite them from the Users page without re-entering emails.

Roles

Each user is assigned one of four roles:

Owner

Full access to everything. Can delete the organization and wipe all data. Assigned automatically to the person who creates the organization.

• All permissions
• Cannot be demoted if they're the sole owner

Admin

Near-full access. Can manage users, integrations, billing, and all data.

• Everything except organization deletion and bulk data wipe

Finance

Focused on data management. Can manage customers, vendors, employees, and services. Can view all time entries and rates.

• Manage customers, services, employees, vendors
• View all time entries and rates
• Cannot manage users, integrations, or billing

Member

Basic access. Can only create and manage their own time entries.

• Create, edit, delete own time entries
• View only their own data
• No management permissions

Permissions Reference

Permission	Owner	Admin	Finance	Member
View all time entries	✅	✅	✅	❌
View rates & amounts	✅	✅	✅	❌
Manage users	✅	✅	❌	❌
Manage customers	✅	✅	✅	❌
Manage services	✅	✅	✅	❌
Manage employees	✅	✅	✅	❌
Manage vendors	✅	✅	✅	❌
Manage integrations	✅	✅	❌	❌
Manage billing	✅	✅	❌	❌
Manage company settings	✅	✅	❌	❌
Retry failed syncs	✅	✅	✅	❌
Delete organization	✅	❌	❌	❌
Delete all data	✅	❌	❌	❌

Rate Viewing Override

By default, only Owners, Admins, and Finance users can see rates and monetary amounts. However, you can grant rate viewing to any individual user:

1. Go to Manage → Users
2. Edit the user
3. Enable Can View Rates

This gives that user visibility into rates in time entries, exports, services, and AI reports, regardless of their role.

Deactivating Users

Instead of removing a user, you can deactivate them. Deactivated users:

• Cannot sign in or access the organization
• Don't count toward billed seats
• Keep their historical time entries intact
• Can be reactivated later

To deactivate: edit the user and toggle Active off.