Different firms have different policies on who is allowed to see the billable data in the system. This can be controlled in a variety of ways.
Billing Entry Visibility
You can control who is allowed to see various billing entries in the system. Some of the most used options are:
- Public Access. All timekeepers can see all of the billable entries. This is typically used in smaller firms that value visibility. Even in this scenario, editing of entries is usually restricted to the timekeeper, their assistant, and the people in charge of generating and managing bills.
- Private Access. Timekeepers can only see their own billable entries. In this case, only the time that pertains to a given user will be visible to them. When determining who should be allowed to see an entry, consider their role. Anyone generating bills should have rights to all the entries. Attorneys will typically only be able to see their own time. Partners usually need to see reports relating to the whole system and will often need to see all of the entries. Paralegals and assistants often need to enter time for others, so their security should be setup to allow them to see the entries for the appropriate attorneys to avoid duplicate entries.
Further details on settings default security and adjusting security on existing records can be found here:
There are two settings available for this:
- Hide Rates - Hides rates on time entries on the time sheet, time entry dialog, and time entries report. In fact, if this setting is turned on, rates do not actually get set on time entries until they are added to a bill. Any users with Can Manage Billing rights will be able to see and edit rates on entries.
When the entry is added to a bill, the security on the entry is adjusted based on the default security settings of the person generating the bill. This allows the entry to be hidden from the original timekeeper so that they do not see details about the rate that was set.
- Hide Rate Totals - All this does is hide the total on the time entry. The hours/rate are still visible, but the totals will not be shown on the time sheet, time entry dialog, or time entries report. If this is turned on, you can adjust this behavior on a user-by-user basis by enabling the Show Amount Totals user permission.
Currently Hide Rates and Hide Rate Totals can only be adjusted by Centerbase, so please contact email@example.com to request adjustments to these settings.