Team, roles and permissions

Everyone in a Sumhour workspace has one role. It decides what they see and change, in the app and through the API, the CLI or a connected AI app. Owners and admins manage people from “People” in the sidebar.

Invite someone

On the People page, under “Invite someone”, type an email address, pick a role and press “Send invite”. Sumhour emails them a link, which also shows under “Pending invitations” in case the email gets lost. An invitation is valid for 48 hours.

The invited person signs in with that address (with an email link or a passkey; there are no passwords) and presses “Accept and open workspace”. A different address will not work; the page says which one was invited.

Admins can invite with any role except owner. Only an owner can invite another owner. On Sumhour Cloud, open invitations count toward your plan’s team size; see plans and billing.

The six roles

Owners have everything, including the plan. Admins run people, clients, projects and settings. Managers review timesheets. Accountants handle invoices, payments and reports without reviewing time. Members track time on their projects, and contractors do the same without seeing the team, clients or costs.

	Owner	Admin	Manager	Accountant	Member	Contractor
Track time, submit their week, add expenses, use Suggestions	Yes	Yes	Yes	Yes	Yes	Yes
Log time to any project (others: only projects they are on)	Yes	Yes	No	No	No	No
See the Clients and People lists	Yes	Yes	Yes	Yes	Yes	No
Approve timesheets and expenses	Yes	Yes	Yes	No	No	No
See everyone’s changes in Activity	Yes	Yes	Yes	No	No	No
Reports	All projects	All projects	Projects they manage	All projects	No	No
Invoices, estimates, month end, invoice settings	Yes	Yes	No	Yes	No	No
Create and edit clients, projects and tasks	Yes	Yes	No	No	No	No
Invite people, change roles, set capacity and cost rates	Yes	Yes	No	No	No	No
Workspace settings, import, integrations, webhooks	Yes	Yes	No	No	No	No
Choose or change the plan (Sumhour Cloud)	Yes	View only	No	No	No	No
Turn on the passkey rule for owners and admins	Yes	No	No	No	No	No

People without the Activity page in their menu can still see their own changes there. Approvals are covered in approvals and reports in reports.

Change someone’s role

On the People page, press “Edit” next to the person, pick the new role in the drawer and press “Change role”. The rules:

• Nobody can change their own role. The drawer says “You cannot change your own role.”
• Admins can change anyone below owner. Only an owner can make someone an owner or change an owner’s role.
• The workspace always keeps at least one owner.

A new role takes effect at once, including for that person’s API tokens and connected AI apps, because Sumhour reads the role on every call.

Remove someone

In the same drawer, press “Remove from workspace” and confirm. Their time entries stay in the workspace. Their tokens and connected apps stop working for this workspace straight away. You cannot remove yourself. Only an owner can remove an owner, and the last owner cannot be removed.

Capacity and timezone

Capacity is the hours per week a person is expected to work, from 0 to 168; blank uses the workspace default. Utilization in reports is measured against it.

Timezone works the same way. People can also set their own in “Preferences” from the user menu.

Cost rate history

The “Cost rate” section in the drawer is what this person costs the agency per hour. Enter the amount under “New rate”, pick the date under “From” and press “Set rate”.

When a new rate starts, the previous one closes the day before, and the drawer lists each rate with its dates. Profitability uses the rate in force on each entry’s date, so an October raise leaves September’s margins alone. Only owners and admins see cost rates.

Workspace settings

“Settings” in the sidebar (owners and admins) opens the workspace settings, with buttons at the top for “Tasks”, “Invoice settings”, “Billing”, “Import” and “Integrations”. Press “Save settings” after a change; each save is recorded in Activity.

Section	What it controls
Basics	“Workspace name”, “Currency” (the default for new clients; invoices use the client’s currency), “Week starts on” (Monday or Sunday), “Timezone”, default “Capacity”
Invoice rounding	“Round to” (no rounding, or 5, 6, 10, 15, 30 or 60 minutes) and “Direction” (up, nearest, down). Applied only when time goes on an invoice; tracked entries are never rounded.
Auto-lock last week	A day and hour when last week locks for everyone
Timesheet deadline	When the week is due, a reminder, and optional automatic submit
Approvals	Whether managers approve their own weeks, and whether expenses need approval
Required fields	A task on projects that have tasks, a note on every entry, and whether billable follows the task
AI and API access	Three switches, see AI and agents
Sign-in	The passkey rule, see security
Targets	“Utilization target” (default 80%) and “Margin target” (default 30%); reports colour against them
Fiscal year and formats	“Fiscal year starts” (moves the This year and Last year ranges), “Dates on documents” and “Numbers on documents”
Modules	Expenses, Estimates, Retainers, Reports, Month end. Turning one off hides its pages and menu entry; the data stays.

Date and number formats apply to invoices, PDFs and the client’s invoice page; tables inside the app keep a short English format for now.

Below the form, “Add holiday” takes a date and a name. On holidays no capacity is expected and no reminders go out.

More than one workspace

You can belong to several workspaces, each with its own role, data and plan. Pick one from the workspace menu at the top left to switch. The ⌘K palette also has a “Switch workspace” group once you are in more than one.

Your first workspace is created at sign-up; others come from invitations. API tokens and connected AI apps each stay with one workspace.