Project Assignment & Clock-In Restrictions for Users

🏗️ Project Assignment & Clock-In Restrictions for Users
 

In Ontraccr, project assignments can control which jobs a user is allowed to clock time against — but only when a specific setting is enabled. This article explains how to assign projects to users, when that assignment matters, and how it ties into the Restrict Project Selection setting within Roles & Permissions.

🔒 What Is Project Assignment?

When creating or editing a user, you’ll see a field labeled Projects. This field lets you assign specific jobs or projects to that user.

But — project assignments only have an effect if:

• The user's role has the setting “Restrict Project Selection” enabled.

If that setting is not enabled, the user will see the full list of projects and can clock into any of them.

⚙️ How to Enable Clock-In Restrictions

1. Go to Settings > Roles & Permissions.
2. Click on the role you want to edit (e.g., Worker, Supervisor).
3. Enable the checkbox labeled Restrict Project Selection.
   • This restricts users in that role from clocking into projects they are not explicitly assigned to.

🔧 How to Assign Projects to a User

This step is only necessary if the role has the restriction setting enabled.

1. Navigate to Staff > Manage Users.
2. Click Edit on the user’s profile.
3. Scroll to the Projects field.
4. Select one or more projects from the list.

After submission:

• These will be the only projects visible and clockable for the user in their time tracking view.
• Manual time entries are also restricted to these assigned projects.

🔄 Behavior Based on Restriction Setting

🧠 Use Case Example

Let’s say you want to prevent junior workers from seeing every project in the company:

• Assign them the Worker role.
• Enable Restrict Project Selection for that role.
• During user creation, assign each worker to only the jobs they’re authorized to work on.

Now, when these users clock in, they’ll only see the projects assigned to them.

❗Important Notes

• This logic applies both to Live Clock-In and Manual Time Entry.
• You can modify project assignments at any time by editing the user profile.
• Supervisors and managers typically do not have this restriction enabled, unless intentionally applied.

📌 Summary

Use project assignment to restrict clock-in access when paired with the Restrict Project Selection setting in Roles & Permissions. This is especially useful for ensuring users only see what they need — avoiding confusion, clutter, or unauthorized entries.