Teams & privacy

Tacto follows your Trello workspace: the team sees the team's time, outsiders don't.

Who sees what

• Board members from the board's workspace see time tracking on the board and in reports.
• Board guests — people on the board who are not in its workspace — see only the Estimate block on a card, when there is one: no Worklog, timers, entries, badges or buttons. An admin can open time tracking to a specific guest — see below.
• Viewers of a public board who are not on it see nothing either.

Roles: admin and member

Everyone logs their own time and sees reports for their boards. A workspace admin can also:

• log time for colleagues;
• sees the Team section and full actuals in Analytics, and the whole workspace in History;
• runs Finance: clients, rates and invoices;
• shares export presets with the whole workspace;
• open time tracking to guests and share the workspace boards;
• set entry rules: a required comment and locked periods;
• import history with other people's hours;
• appoint other admins.

Trello workspace admins are admins in Tacto too. Appoint others in Settings → Admins — only admins see this section, like the rest of the workspace settings. On a board outside a workspace, its board admins are the admins.

Only the person whose time it is can edit or delete an entry — even an admin cannot change someone else's entries.

Change history

The Reports → History tab shows who added, edited or deleted an entry and when — with before and after — plus estimates, cards the assistant renamed or moved, imports, settings and admin actions. Members see their own actions and changes to their entries and can restore a deleted entry within 30 days. Admins see the whole workspace; adding, editing or deleting entries older than a week is marked “backdated”, and AI assistant actions are marked “assistant”. More about the tab.

Letting a guest in

Working with a contractor or a client on the board? A workspace admin turns on the switch in Settings → Guests for a specific guest to open time tracking to them, as to a member. Search and the “With access” filter help you find the right person.

Sharing boards across the workspace

By default everyone sees only the boards they are on — just like in Trello. A workspace admin can switch on board sharing in Settings → Board access: then every tracked board in the workspace shows up in reports for all its members, even those not invited to the board.

Entry rules: required comments and locked periods

Billing a client for last month? An admin can make sure nobody changes it afterwards. In Settings → Entry rules:

• Every entry needs a comment — an entry without one is not saved, and a timer stops only once a comment is written.
• Lock entries on or before a date — entries on those days can't be added, edited, deleted or restored.
• Lock Saturdays and Sundays — the same for weekends.

The rules apply to everyone, admins included, and everywhere: the card, the timer, reports, History, the AI assistant and import. Locked entries show a lock in the card. Import skips rows that break a rule and says why in the preview; the assistant tells you before showing a preview. A timer that was already running is stopped with its time kept.

To fix a locked day, an admin moves the lock date back, fixes the entry and locks again. Every change of the rules is in History. Which day an entry falls on is decided by the time zone picked in the rules (the admin's by default). The rules belong to the workspace; on a board outside a workspace, to the board, set by its admins.

Trello access

Tacto asks for Trello access once per person. Time tracking works without it — Trello itself tells Tacto who is on the board. Access keeps the list of workspace members up to date, brings in new cards right away and lets your AI assistant create, move and rename cards. Access can be disconnected in Settings → AI assistant → Trello access.

Security

• All traffic uses HTTPS.
• Trello tokens are encrypted at rest.
• API keys are stored only as hashes and shown once, when created.
• Nothing is written into card descriptions or comments.

Removing your personal data

Open Settings → My data → Remove personal settings… or the Power-Up menu in Trello → Remove personal settings. Tacto lists what will be erased — Trello access, API keys, running timers, personal estimates and filters, your name and avatar — and asks you to type “delete” to confirm.

Time entries stay with the team but no longer carry your name. You can also email [email protected] to have your data removed, exported or corrected.

Full details: Privacy Policy.