Access is set per role
Every member has a role, and each role has its own settings in the Role Permission matrix: 40 permission modules with View, Create, Update and Delete controls where each action applies. Owner and CLIENT are locked system roles; you can create, edit and deactivate your own roles. When a role does not have access to a screen, TimeMagick shows a no-access page.
- Reading reports (Reports) and exporting them (Export Report) are separate permissions
- Projects and All Projects are separate permissions, as are Project Channel and All Project Channels
- Member and admin views, such as Lunch (Member view) and Lunch (Admin view), are separate permissions
See roles and permissions for the full list of modules.
Client access is a separate workspace
Client Members are external accounts linked to one or more of your clients. They hold the locked CLIENT role and use a client-facing workspace with a Dashboard, Projects, Timesheets, Report, Message Channels and Sensai, separate from your team's internal workspace. Invoices are not part of the client workspace. See the client portal.
Activity data: what is recorded, and when
Time tracking starts when a person selects a project and task and presses Start; TimeMagick does not track time automatically in the background. During tracked time in the Windows desktop app, TimeMagick records:
- Worked, idle, manual and private time against a client, project and task
- Activity levels from keyboard activity, mouse clicks and mouse movement
- The apps and websites used, classified productive, neutral or unproductive per role or member
TimeMagick does not take screenshots and does not record the screen. Private Time is recorded separately and not counted as worked time; app and URL detail is withheld. Manual time needs a written reason and goes through approval. Each member has their own dashboard, and roles and permissions control who can view which reports.
Organisations that use TimeMagick are responsible for informing employees about monitoring, obtaining any consent required, and following local employment and privacy law, as set out in the Privacy Policy.
Data in transit and payments
The TimeMagick website is served over HTTPS, and the Privacy Policy states that data is transmitted with SSL/TLS encryption. Subscription payments are handled by third-party payment processors; TimeMagick does not store full credit card information.
How we use your data
You keep ownership of your business data. TimeMagick uses it to provide and support the service. We do not sell personal data and do not use it for advertising. Sensai, the built-in AI assistant, uses your account's project, client and time data as context when you ask it a question.
Export and deletion
Reports export as formatted Excel files, and invoices download as PDF. Exporting reports is its own permission, so you decide which roles can extract data. You can ask for access to, a copy of, correction or deletion of your personal data, and request deletion of your account, by contacting info@timemagick.com. The Privacy Policy describes how long data is kept.
Reporting a security issue
If you believe you have found a security vulnerability in TimeMagick, or have a question about how your data is handled, email info@timemagick.com with a description of the issue and how to reproduce it. Please do not access or change other customers' data while investigating.
For details this page does not cover, such as hosting, sub-processors or a data processing agreement, contact us and we will answer what we can confirm.
Related: Privacy Policy · Terms of Service · Activity monitoring · Roles and permissions