Users & Roles

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

Adding Users

There are two ways to bring someone into your organization:

Give access directly (no invite email)

If the person is already an employee or vendor record with an email address:

1. Go to Manage → Users and click Add Employees & Vendors as Users (or use Give access on the Employees/Vendors pages)
2. Select the people to add
3. Click Add as users

No email is sent and there's nothing to accept — they join automatically the first time they sign in with that email address. They use a license immediately, even before their first sign-in. Until they sign in, they appear under Pending Users as Pre-authorized, where you can remove them. Removing frees the license going forward, but it stays paid through the current billing period — your next invoice reflects the lower count.

Want to let them know they have access? In Pending Users, check the people to notify and click Send email. This sends the standard invitation email but changes nothing else — they keep their license and still join automatically at first sign-in.

Send an email invitation

For someone not on your roster yet:

1. Go to Manage → Users
2. Under Add User, enter the person's email address
3. Choose whether they're an Employee or Vendor
4. Click Add

For existing employees or vendors, use Send invite on the Employees/Vendors pages, or select them in the Add or Invite Employees & Vendors panel and click Send invites.

Either way, the user receives an email invitation and must accept it before joining. Invited users don't use a license until they accept.

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, and can create and manage invoices. Can view all time entries and rates.

• Manage customers, services, employees, vendors
• Create and manage invoices
• View all time entries and rates
• Cannot manage users, integrations, or subscription 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 invoices	✅	✅	✅	❌
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
• Free their license from your next invoice (the current period isn't refunded)
• Keep their historical time entries intact
• Can be reactivated later

To deactivate: edit the user and toggle Active off.