> ## Documentation Index
> Fetch the complete documentation index at: https://beebole.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Assignments: control who has access to what
> Control which projects, time off types, and expense types each person can use in Beebole — set account-wide defaults and who has access to each item.
Assignments in Beebole control which items each person can use: the projects they can log time against, the time off types and expense types they can pick, and the custom fields they see. Use them to keep timesheets short and relevant — each person only sees what applies to them.
Assignments control which items are **available** to a person. What a person can **do** — view or edit data — is controlled by their role, covered in [Roles & Permissions](/help/documentation/roles-authorisations).
## How access control works
Beebole resolves access from three places:
| Layer | Where it lives | What it does |
| --------------------- | ------------------------------------------------------------------------------ | -------------------------------------------------------------------------- |
| Account-wide defaults | **Show or hide by default** in **Account Settings** | Decides whether each kind of item is available to everyone by default |
| Item-side access | **Who has access?** on a project, time off type, expense type, or custom field | Adds people and tags to a hidden item, or excludes them from a visible one |
| Person-side access | **Show or Hide** on a person, tag, or project | The same relationships, edited from the other direction |
The item-side and person-side panels edit the same underlying links — pick whichever direction is more convenient. All of these settings are saved automatically.
## Set the account-wide defaults
Click the button with your initials at the bottom of the sidebar to open **Settings**, then click **Account Settings**.
Open the **Show or hide by default** panel.
Check or uncheck each option. Changes are saved automatically.
| Option | What it controls |
| ------------------------------- | --------------------------------------------------------------- |
| **Show all projects** | Whether every project is available to everyone by default |
| **Show all secondary projects** | Whether secondary projects are available by default |
| **Show all time off** | Whether every time off type is available to everyone by default |
| **Show all expenses** | Whether every expense type is available to everyone by default |
| **Show all tasks** | Whether every task is available to everyone by default |
| **Show all custom fields** | Whether every custom field is available to everyone by default |
When an option is disabled here, items of that kind are hidden from everyone until you grant access individually — per item under **Who has access?**, or per person or tag under **Show or Hide**.
For secondary projects, the account default can also be overridden per entity: on a specific project, person, or tag, choose **All secondary projects available** or **No secondary projects available** instead of following the default, or show and hide individual secondary projects one by one.
Hold **⌘** and click any checkbox in the **Show or hide by default** panel to apply the same change to all options at once.
## Grant access per item with Who has access?
Each project, time off type, expense type, and custom field has a **Who has access?** panel. Here is where to find it:
| Item | Where to find it |
| ------------- | -------------------------------------------------------------------------------------- |
| Project | Click **Projects** in the sidebar, select the project, and open **Who has access?** |
| Time off type | Go to **Settings** > **Time Off**, select the type, and open **Who has access?** |
| Expense type | Go to **Settings** > **Expense Type**, select the type, and open **Who has access?** |
| Custom field | Go to **Settings** > **Custom Field**, select the field, and open **Who has access?** |
| Work schedule | Go to **Settings** > **Work Schedules**, select the schedule, and open **Assigned to** |
| Task | Click **Planning** in the sidebar, select the task, and open **Potential owners** |
The panel lists who is linked to the item:
* **Individually** — add specific people with the **Select person** selector.
* **By tags** — add whole groups with the **Select tag** selector. Everyone tagged with that tag, or any of its descendants, gets access.
The panel adapts to the account-wide default. When the default already makes the item available to everyone, the sections flip into exclusion lists — **Excluded individually** and **Excluded by tags** — so you list the people who should *not* have it.
On a project, the panel also starts with a toggle that overrides the account default for that one project: **Available to everyone** or **Unavailable to everyone**. Expense types have an extra **Projects** section to limit an expense type to specific projects, and custom fields have **Projects** and **Tasks** sections for the same purpose.
Time off types, expense types, and custom fields don't carry their own default toggle — their default comes from the **Show or hide by default** options above. Projects are the exception, with the per-project toggle.
## Edit access from the person or tag side with Show or Hide
The same links can be managed from the people side. Click **People** (or **Tags**) in the sidebar, select a person or tag, and open the **Show or Hide** panel. For a person or tag it covers five kinds of items — time off, expenses, tasks, projects, and custom fields. A project's **Show or Hide** panel covers expenses and custom fields.
Each section follows the account default, just like the item-side panel: **Show projects** lists the projects added for this person, while **Hide projects** lists exclusions when all projects are visible by default. The same pattern applies to **Show time off** / **Hide time off**, **Show expenses** / **Hide expenses**, **Show tasks** / **Hide tasks**, and custom fields.
Use this direction when onboarding one person onto several projects at once; use **Who has access?** when staffing one project with several people.
## Task assignment
Tasks are independent planning items, separate from projects, and carry their own assignment attributes:
* **Owner** — the single person responsible for the task, with their planned full-time percentage.
* **Potential owners** — the people and tags the task is available to, managed like any **Who has access?** list with **Individually** and **By tags** sections.
To set either one, click **Planning** in the sidebar, select the task, and open the **Owner** or **Potential owners** panel. See [Task Planning](/help/documentation/planning) for how owners and dates drive the Gantt and Kanban views.
## Example: a client project for a five-person team
Suppose the **Website Redesign** project for **Acme Corp** should only appear on five people's timesheets:
1. Click **Projects** in the sidebar and select the project.
2. Open **Who has access?** and switch the toggle to **Unavailable to everyone**.
3. Under **Individually**, add the five people — or tag them and add the tag under **By tags**.
Only those five now see the project when they log time. Everyone else's project list stays uncluttered.
## Related content
Define what each role can view and edit across Beebole.
Create and organize the projects your team tracks time against.
Group people with tags to grant access to whole teams at once.
Configure time off types, allowances, and balances.
## Frequently asked questions
Assignments decide which items are available to a person in Beebole — which projects, time off types, and expense types they can pick. Role permissions decide what they can do with data — view it or edit it, and for whom. Both apply at the same time.
Open the project's **Who has access?** panel, set the toggle to **Unavailable to everyone**, then add the right people under **Individually** or a tag under **By tags**. Only the people you add see the project in Beebole.
Yes. Tag the department's people, then add that tag under **By tags** in the item's **Who has access?** panel. Anyone tagged later inherits the access automatically, including through descendant tags.
In Beebole's **Account Settings**, under **Show or hide by default**. Each option — projects, secondary projects, time off, expenses, tasks, and custom fields — decides whether that kind of item is available to everyone or hidden until granted.
No. Beebole saves changes in **Who has access?**, **Show or Hide**, and **Show or hide by default** automatically as you add or remove people, tags, and options.