Decide who gets a paid seat, who needs admin access, and what people can do on projects before anyone is invited.



What

Choose a user type for each person, add your site administrators, and set default project permissions.

Why

The right user type keeps your subscription cost down. The right permissions keep sensitive data, like rates and budgets, with the people who need it.

Who

Site owners and site administrators.

This is step 3 of 8 in the Owner and Administrator onboarding path. About 20 minutes.

Choose user types and permissions

1. Choose a user type for each person

User type

Paid seat?

Choose it for

Standard user

Yes

Your employees who manage projects, create tasks or log time.

Client user

No

People at your clients who follow and take part in their projects. Up to five active projects each.

Collaborator

No

Outside partners who only complete tasks assigned to them, comment and view files. They cannot log time.

Contact

No

People you want on file but who do not need to log in.

Tip: Anyone who needs to log time must be a standard user or a client user.

2. Add your site administrators

Site administrators can change site-wide settings, manage people and see cost rates. Keep this group small.

  1. Decide who, besides the site owner, needs full admin access. Usually this is an operations or finance lead.
  2. Make them a site administrator. See Add a Site Administrator.

3. Set default project permissions

Project permissions control what each person can do inside a project, such as adding tasks, viewing budgets or managing people.

  1. Set the default permissions new users get when they join a project. See Default Project Permissions for New Users.
  2. Decide who will be a project administrator on each project. Project administrators can manage that project's people and settings.

4. Assign roles (optional)

Roles describe the work someone does, such as Designer or Developer. Each person can have one role. Roles help with resource planning and can carry their own billable rate, which you set in step 5. See Roles.

Done when

  • You have a list of who will be a standard user, client user or collaborator.
  • Your site administrators are added.
  • Default project permissions are set.

Next step: Step 4: Import your existing projects and people.