User management

Organization users are people that are members of your organization. The user list is visible from the organization page. Organization administrators can make updates to each user.

User information includes first name, last name, email, status (active or deactivated), and role (user or administrator).

User list view

The most recent dates when users were updated are available by hovering on the user's current Status or Role.

Additional options for administrators

Administrators will see additional options for each user to change their status and role, as well as edit user information directly from the user list.

Editing user information

Administrators can edit user details directly from the user management interface without navigating to individual user profiles. This includes updating:

• Personal information - First name, last name, and contact details

• Account settings - Email address and user rate information

To edit a user's information, click "Edit user details" next to the user's name in the user list. Changes take effect immediately.

Changing user status

• Activate user. This option appears for deactivated users. It sets them active in the organization. An active user is a regular user account — they can log in, access and perform all operations in Hardfin that they have permissions for, and receive notifications.

• Deactivate user. This option appears for active users. It sets them deactivated in the organization. A deactivated user cannot log in, perform any action, or receive notifications.

Changing user role

• Make admin (promote). This option appears for non-administrator users. It sets them as admin in the organization. An admin user is a superuser account — they can deactivate other users and promote/demote other user to and from admin.

• Remove admin (demote). This option appears for administrator users. It sets them as user in the organization. A user is a regular account — they cannot change other users.

In order to avoid locking out your organization, admins cannot make changes to their own user account. For example: an admin cannot deactivate their own account or remove their own admin status.

Setting default rates

Admin can configure default rates that automatically apply to users when recording time tracking activities. This ensures consistent pricing across projects and reduces manual rate entry. It can also reduce errors.

Default rates are configured for each user as part of that user's settings:

User settings and rate

These rates are populated automatically user whenever a user logs time.

Only users with Admin permissions can see rate information. Admins can set rates for users, even if that user is not an admin and cannot see their own rate. If a user has a default rate set and cannot see rates, their default rate will always be used when they log time. If a user has a default rate set and has access to rate information, their default rate will be pre-populated when they log time, and the user will be able to modify it as needed.

Roles and advanced permissions (role-based access control)

Hardfin supports roles as the foundation for role-based access control (RBAC). Roles allow administrators to organize users into groups and prepare granular permission management.

Roles

Roles provide a way to organize users within your organization based on departments, teams, or functional roles. Roles serve as the building blocks for permission and access control features.

Key capabilities

• Default roles - Use User and Admin to configure basic user distinctions

• Role creation - Create custom roles to match your organizational structure

• User assignment - Add users to one or more roles based on their work in the organization

Setting up roles

1. Create roles - Define role that reflect your organization's structure (e.g., "Finance Lead", "Operations Manager", "Project Manager", "Controller")

2. Assign users - Add users to appropriate roles based on their responsibilities

3. Manage membership - Update roles assignments as user responsibilities change

Contact your account manager to configure user roles. Default roles for User and Admin are available in all Hardfin instances. Custom roles are an advanced feature configured for your organization during implementation. Roles can be created and managed for more advanced RBAC needs on Hardfin advanced subscription tiers.