Roles & Access

Now that you've deployed agents and started collecting data, it's time to set up your team. Intelogos uses a role-based system to control what each person on your account can see and do. This guide walks you through the four available roles, how to invite users, and how to change roles.

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Overview of User Roles

Intelogos supports four roles: Owner, Admin, Manager, and User. Each role determines what data a person can access, which settings they can change, and which features are available to them.

Capability	Owner	Admin	Manager	User
View own data	Yes	Yes	Yes	Yes
View other users' data	Yes	Yes	Yes (assigned people only)	No
Edit user details	Yes	Yes	Yes (assigned people only)	No
Invite and remove users	Yes	Yes	Yes (limited)	No
Change user roles	Yes	Yes	Limited	No
Access organization settings	Yes	Yes	No	No
Approve time off requests	Yes	Toggleable	Toggleable	No
Change tools and categories	Yes	Toggleable	Toggleable	No
Access Chronicle data	Yes	Toggleable	Toggleable	No
Manage billing and subscription	Yes	Toggleable	No	No

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How to Invite Users

1. Click on your name in the bottom-left corner to open the menu.
2. Select Invite users.
3. In the drawer that opens, choose how you want to invite:
   • Manually — select the role (User, Manager, or Admin), enter the person's email, and send the invitation.
   • Google Workspace or Microsoft Workspace — connect your workspace to import users.
   • Invite link — generate a shareable link. Anyone who joins through this link is added as a regular User by default.
4. Track invitation status in the User Management table. The Registration column shows: Invite sent, Registered, Invite expired, or Deactivated.
5. If an invitation expires, you can resend it by hovering over the Registration cell or using the Actions menu on that row.

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How to Change a User's Role

1. Open the menu from the bottom-left corner and go to User Management.
2. Find the person in the table and look at the Role column.
3. Hover over their role — a pencil icon appears. Click it.
4. A sidebar opens where you can change the role and adjust permissions.
5. Save your changes.

Note: The Owner role cannot be changed from the User Management page. If you need to transfer ownership, contact support@intelogos.com.

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Owner

The Owner is the person who created the Intelogos account. Every account has exactly one Owner.

What the Owner can do:

• Access every feature and every page in Intelogos
• View data for all users across the organization
• Manage all settings, including billing and subscription
• Invite and remove users, change any role
• Access Chronicle data for all users

The Owner role cannot be reassigned through the interface. To transfer ownership to another person, reach out to support@intelogos.com.

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Admin

Admins have broad access across the organization and can manage most settings. This role is intended for IT personnel, senior leadership, or anyone who needs to configure the system.

What Admins can do by default:

• View and edit all user data across the organization
• Invite and remove users, change roles
• Configure organization-wide settings (desktop agent preferences, work hours, tools, projects, ratings)
• Access all reports and analytics
• Manage 2FA enforcement and company information

Optional permissions (toggled individually):

Permission	What it does
Can approve time off	Receives and approves/declines time off requests from managed users
Can change tools and categories	Can recategorize tools (Primary, Secondary, Distracting, Neutral)
Can see detailed user activity in Chronicle	Grants access to Chronicle data
Can manage billing information	Allows changing subscription plan, billing details, and payment information

These permissions are configured in the Role tab when editing a user in User Management.

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Manager

Managers are designed for team leads, department heads, and supervisors who need visibility into their team's performance. The key distinction from Admins is that Managers have a more focused, view-oriented role and you control exactly who they manage.

What Managers can do:

• View profiles, activity, and reports for the people they manage
• Edit team member details (job title, department)
• Access limited settings (Account Access, Profile, and Tools if permitted)

What Managers cannot do:

• Access organization-wide admin settings
• Enable or disable features for the organization
• Manage billing or subscription

Optional permissions (toggled individually):

Permission	What it does
Can approve time off	Receives and approves/declines time off requests from managed users
Can change tools and categories	Can recategorize tools for their team
Can see detailed user activity in Chronicle	Grants access to Chronicle data for managed users

Choosing who a Manager manages

When you assign the Manager role, you also configure who they manage via the "Who's Managed" tab. You can assign:

• Specific users — hand-pick individual people.
• Departments — the manager automatically manages everyone in that department. If the department grows or shrinks, their scope adjusts automatically.
• Projects — the manager manages everyone assigned to a specific project.

This flexibility lets you, for example, make someone a manager of the "Development" department. If the department has 50 people today and 55 tomorrow, the manager's scope updates automatically — no manual changes needed.

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User (Regular User)

The User role is for individual contributors and employees who need access to their own data only.

What Users can do:

• View their own profile, activity, and performance metrics
• Edit their own profile information (name, email, timezone)
• Manage personal settings (password, 2FA)
• Track time using the desktop agent
• Download and install the desktop agent themselves (see Desktop Agent for All Users below)

What Users cannot do:

• View any other person's data
• Access User Management, organization settings, or admin features
• Access Chronicle — even for themselves

Visibility settings for regular Users

As an Admin or Owner, you can control how much data regular Users see about themselves. This is an account-wide setting that applies to all Users at once.

To adjust this setting:

1. Go to User Management.
2. Click the Desktop agent settings button in the top-right corner.
3. Switch to the Visibility tab.
4. Choose one of the two options:

Option	What the User sees
Time only	Only time and availability data — how much they worked, including idle time. No activity details, tool usage, or performance stats.
Time, activity, tool usage and more	Full access to their own performance data — activity on apps and websites, tool usage and categorization, detailed performance charts, and KPIs.

Important: Regardless of which visibility option you choose, regular Users will never see Chronicle data about themselves. Chronicle — which shows a minute-by-minute record of all computer activity — is only accessible to Owners, Admins (with permission), and Managers (with permission).

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Desktop Agent for All Users

Any user — regardless of their role — can download and install the Intelogos desktop agent to start tracking their work time and activity.

There are two ways a user can get the desktop agent:

1. During onboarding — when a user accepts their invitation and creates an account, the onboarding flow guides them through downloading and installing the agent.
2. Later from the menu — at any time, a user can click on their name in the bottom-left corner to open the menu and use the Download desktop agent button to install it.

Once installed, the agent runs on the user's computer and tracks time, activity, and tool usage according to the settings configured by the Admin or Owner.

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What's Next

With roles set up and your team invited, you're ready to start making sense of the data Intelogos is collecting. The next series of articles will help you understand the performance metrics, learn how to interpret dashboards and reports, and use the data to support your team effectively.