Roles in Cloud Books and Cloud Time
Updated November 12, 2026
In an organization, each member’s role in Cloud Books and Cloud Time is set on Members, by an owner or admin. Open the organization in the menu at the top of your account page, click Members, then Manage next to the person.
In Cloud Books and Cloud Time those roles are shown but not changed: Manage in Organization there brings you back here.
Cloud Books
| Role | What they can do |
|---|---|
| Off | No access to the company’s books |
| View only | Sees everything, changes nothing |
| Standard | Day-to-day work: sales, purchases, banking and reports. No team or company settings. |
| Accountant | What Standard does, plus closing the month and the business tax return. Free, with no limit on how many. |
| Admin | Everything except what’s kept for owners, including the team, company settings, imports, and reopening closed books |
| Owner | Everything, including deleting the company, seeing vendors’ full bank account numbers, and the company’s plan and billing |
Only an organization owner can make someone a Cloud Books owner, and the company always keeps at least one.
Cloud Time
| Role | What they can do |
|---|---|
| Off | No access to Cloud Time, and can’t clock in. Their timesheets are kept, and their MyCloudSuites account stays theirs. |
| Worker | Clock in and out, take breaks, and see their own hours |
| Foreman | Also clock their crew in and out and correct punches, on the jobs they’re assigned in Cloud Time. Sees no pay, and doesn’t approve time. |
| Payroll | Approves time, closes pay periods and exports payroll. Sees every wage. Can’t change a punch, a pay rate or a rule. |
| Bookkeeper | Sees everything, wages included, and changes nothing. For an outside accountant. |
| Admin | Everything in Cloud Time, including pay rates, people, rules and settings |
Cloud Time always keeps at least one admin. Being an organization admin doesn’t make anyone a Cloud Time admin.
Waiting for the app
A change shows Waiting for Cloud Books or Waiting for Cloud Time until the app has made it, usually within a minute. Sometimes Cloud Time needs something from the office first, and says so: for example set a pay rate for a new hourly worker, or add a card when they would go past the first 5 active workers, who are free. Inactive (Off) people don’t count toward the 5.
When someone leaves
Turning a role Off, or taking someone out of the organization, isn’t the same as ending their job. In Cloud Time they become inactive and the office gets a to-do to record how they left. Ending their job is a separate step in Cloud Time, because it starts the final-pay deadline. In Cloud Books, everything they made stays, and their own Cloud Books API keys for that company stop working. Turning someone back on later makes them active again in Cloud Time, with the same timesheets.