Learn how to manage user roles and permissions in Intelogos.
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.
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 |
Note: The Owner role cannot be changed from the User Management page. If you need to transfer ownership, contact support@intelogos.com.
The Owner is the person who created the Intelogos account. Every account has exactly one Owner.
What the Owner can do:
The Owner role cannot be reassigned through the interface. To transfer ownership to another person, reach out to support@intelogos.com.
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:
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.
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:
What Managers cannot do:
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 |
When you assign the Manager role, you also configure who they manage via the "Who's Managed" tab. You can assign:
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.
The User role is for individual contributors and employees who need access to their own data only.
What Users can do:
What Users cannot do:
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:
| 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).
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:
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.
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.