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  6. Global User: Roles

Global User: Roles

When you invite an Global User to a project, you’ll need to assign them a role.

This role determines:

  • what timesheet activities they can log
  • how their billable time is tracked in the borrowing office

The role ensures the user’s time entries are correctly matched to the project’s finance and reporting setup.

  • You can set up different mappings for each Global Role.
  • If the user only has one Global Role, mapping isn’t essential.
  • If no mapped role is set, time in the phantom project will default to the user’s home office default role.

Why use default roles?

When you invite a Global Worker, you normally select their role from a dropdown list based on the project’s rate card and currency.


However, this process can lead to:

  • Incorrect billing if the wrong role is chosen
  • Confusion for Project Managers who aren’t sure which role to select

Solution: Set default roles by:

  1. Office
  2. Finance profile

Understanding finance profiles

Here’s how the hierarchy works:

  • Ledger — Top level in the financial system where users are registered.
  • Finance profile — Under each ledger, grouping related agencies or offices.
  • Office — The physical or operational unit within the finance profile.

Example (US):

  • Ledger: HH
  • Finance profiles under HH: US Health, HPS, HVAS, TN, Magma
  • US Health has ~30 agencies; others have one agency each.

Example (UK/EU):

  • Ledger: EL
  • Finance profile: London
  • Office: HAVAS London (often one-to-one relationships in EU/UK)

How to set default roles for Global Workers


This guide explains how to set default roles for Global Workers to make project setup and timesheet entry simpler and more accurate.

Step 1: Set Default Roles

  1. Go into user settings from the address book for any user
  2. Click Global Worker Defaults section
  3. Choose whether to set the default by:
  • Finance profile (covers all agencies under that profile)
  • Office (Specific to an office; overrides finance profile defaults)

4. Select the default role for the user

Example:

  • Alex Carmen has a default Art Director role at the Finance Profile level and an Art Buyer role at the Office level.
  • The Office default always overrides the Finance Profile default.

Step 2: Invite User to Project

  1. Invite the Global Worker to your project.
  2. Click to assign their default
  3. If a default is assigned, they can’t select anything else

Step 3: Check role in Timesheets

  1. When the user adds time in their timesheet, their default role will be pre-selected.
  2. If they have multiple roles, they’ll see all assigned options.
  3. Without a default, they will be assigned the one from the project

Step 4: Bulk Invite Users to projects

  1. Use the group invite function to mark multiple users as Global Workers in one action.
  2. This only works if every user in the group has a default role set.
  3. Once defaults are set, simply click the bulk “mark as global worker”

Step 5: Enforce Role Selection Rules (Optional)

If you want to enforce stricter controls:

  1. Go to your agreement settings.
  2. Turn on Default roles required.
    • Users without a default role can’t be invited without first setting one.
    • If you try to invite them, the system will block the action and prompt you to contact Operations.

Key Reminders

  • Default roles simplify project setup and timesheets, reducing errors.
  • Office-level defaults take priority over Finance Profile defaults.
  • If a user has a default, the PM & user can’t pick a different option

What is ‘Home Office – Mapped Roles’?

When setting up Global Roles for a user, you can optionally map each role in the borrowing office to an equivalent role in the user’s home office.

This is important because when time is duplicated back to the phantom project in the home office, it will be tracked using the mapped role and rate — ensuring the data aligns with that office’s financial setup.

Why Use Mapped Roles?

  • If a user works as an Operations Director and a Copywriter in the borrowing office, each role can be mapped to its closest equivalent in the home office.
  • This gives your finance team consistent, accurate cost tracking for cross-office work.

Next: Summary