✔  Available on all subscriptions.

What
Manage users' permissions and access on a project by project basis.
Why
  • Tailor permissions to meet each project's different needs.
  • Assign only necessary access to individual project members.
Who
  • Site admins (in the owner company) can manage all users' permissions on all projects.
  • Site admins (in external companies/clients) can manage users' permissions on projects they're a member of.
  • Project admins can manage users' permissions on projects they're an admin on.
  • Standard users with the profile permission to:
    • Manage people and companies (allows users to manage users, companies, and permissions).
When
Any time you're adding someone to a project or need to make changes to their permissions during a project's lifecycle.
What
Manage users' permissions and access on a project by project basis.
Why
  • Tailor permissions to meet each project's different needs.
  • Assign only necessary access to individual project members.
Who
  • Site admins (in the owner company) can manage all users' permissions on all projects.
  • Site admins (in external companies/clients) can manage users' permissions on projects they're a member of.
  • Project admins can manage users' permissions on projects they're an admin on.
  • Standard users with the profile permission to:
    • Manage people and companies (allows users to manage users, companies, and permissions).
When
Any time you're adding someone to a project or need to make changes to their permissions during a project's lifecycle.

Before you start

  • Site administrators (in the owner company) can view and manage all projects without needing to be an explicit project member. They cannot be assigned to items or log time unless they're a project member.
  • Site administrators (in any company) automatically inherit all project permissions when added to a project.

Manage a user's project permissions

  1. Click Jump to in Teamwork.com's main navigation menu.
  2. Search for and select a project.
  3. Switch to the project's People tab.
  4. Click the ellipsis (...) on the relevant user's right.
  5. Select Edit project permissions.

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  6. Click the chevron (Image Placeholder) on a permission's left to reveal additional permissions.
  7. Toggle on (or off) any permissions you want to assign (or remove).
     
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  8. Click Update.

Apply permissions to other projects

Need the user to have the same permission levels on other projects? Select Advanced, then click Copy to other projects. Check the box beside each project you want to apply the permissions to, then click Select Projects
⚠️ This overrides the user's previous permissions on each project. If you select projects the user is not a member of, the user is added to those projects with the selected permissions.


Bulk set project permissions

Apply the same set of permissions to all of a user's projects.

The bulk permissions menu does not pre-populate the user's previous permissions as they may vary across the user's projects. All options are toggled off by default — select which permissions you want to be turned on (and off) going forward.
📝 You cannot bulk set site administrators' project permissions.
 
  1. Select People in Teamwork.com's main navigation menu.
  2. Switch to the People tab.
  3. Click the relevant user's name.
  4. Select the ellipsis (...) in the profile view's top right.
  5. Select Bulk Set Permissions.

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  6. Click the Choose permission to modify dropdown.
  7. Select a permission and click Add.

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  8. Click the chevron (Image Placeholder) on the permission's left to expand any nested permissions.
  9. Toggle on any individual permissions you want the user to have on all of their projects. Likewise, leave off any permissions that you do not want them to have on any projects going forward.

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  10. Repeat steps 6 to 9 for each permission type you want to bulk update.
  11. Click Modify Permissions to save the changes.

The selected permissions are applied to all of the user's projects, overriding their previous permission settings.

Project permissions

Permission
Purpose
Access allowed
Grant the user access to the project.
Project administrator
Allows the user to manage the project's settings. When enabled, all other individual permissions are automatically granted.
View project updates
Allows the user to view the project's updates.
- Add project updates
Allows the user to post new project updates.
View tasks & milestones
Allows the user to access the project's tasks and milestones (as long as the features are enabled on the project). This applies to all task views (list, table, board, Gantt).
- Add milestones
Allows the user to create new milestones and edit & delete the project's existing milestones.
- Add task lists
Allows the user to create new task lists and edit & delete the project's existing task lists.
- View estimated time
Allows the user to view estimated time set on tasks.
- Add tasks
Allows the user to create new tasks on the project.
  • Task creators can always edit the tasks they create.
  • Tasks assigned to "Anyone" can be edited by any user with permission to add tasks.
   - Can edit all tasks
Allows the user to edit tasks assigned to other users on the project.
  • Bulk editing tasks & subtasks requires permission to edit all tasks.
View messages & files
Allows the user to access the project's Messages and Files sections and view existing items in those areas.
- Add messages
Allows the user to make changes to messages and post new messages.
- Add files
Allows the user to upload files to the project and delete existing files.
View time log
Grants the user access to the project's Time area.
- Can view other people's time
Allows the user to view other project members' time logs in the Time area and on individual tasks (if they have permission to view tasks).
   - Can access Billing
Allows the user to access the project's Billing area.
⚠️ Invoices with time logs also reference user rates. Therefore, granting access to Billing also grants the user permission to: view time log, view other people's time, and view hourly rates. 
- Can log time
Allows the user to log time on the project (and on the project's tasks, if they have access to tasks).
View notebooks
Allows the user to view the project's notebooks in the Notebooks tab.
- Add notebooks
Allows the user to create notebooks and manage existing notebooks.
View links
Allows the user to view the project's existing links in the Links section.
- Add links
Allows the user to add new links and manage existing links.
View forms
Allows the user to view the project's existing forms in the Forms section.
- Add forms
Allows the user to create new forms and manage existing forms.
View people
Grant the user view-only access to the project's People area.
View hourly rates
Allows the user to view project members' project rates when viewing invoices.
📝 Users are automatically granted permission to access billing when the view hourly rates permission is enabled.
- Edit hourly rates
Allows the user to view and edit project members' hourly project rates rates via the Set Rates option in the Billing tab.
View project budget
Grant the user view-only access the Finance area's Budgets tab.
📝 Users must have permission to view time log in order to view project budgets.
- Manage project budget
Allows the user to manage existing budgets & expenses and add new ones.
   - View project budget profitability
Allows the user to view the profitability panel in the project's Budgets view.
⚠️ Enabling this permission may (in some cases) allow the user to calculate other individuals' cost rates. Ex. If only one user has logged eight hours and the cost reported on the budget is $800, it can be concluded that said user's cost rate is $100 / hour. Only enable this permission if you understand and accept this.
View risk register
Grants the user view-only access to the project's Risks area.
- Add risks
Allows the user to add new risks and manage existing risks.
Manage project's custom fields
Allows the user to create project specific custom fields on tasks.
Receive email notifications
Allows the user to be selected for notifications on project items (ex. when you're commenting on a task or creating a message).
Is just an observer here
Observers are people who simply need visibility on a project but are not regular participants. They remain hidden to project members unless they comment on a task. They can't be assigned to project items.
Only standard users (in the owner company) can be marked as observers.
Can set privacy on items
Allow the user to make individual project items (ex. tasks, milestones, files) private to a subset of the project's members.
Permission
Purpose
Access allowed
Grant the user access to the project.
Project administrator
Allows the user to manage the project's settings. When enabled, all other individual permissions are automatically granted.
View project updates
Allows the user to view the project's updates.
- Add project updates
Allows the user to post new project updates.
View tasks & milestones
Allows the user to access the project's tasks and milestones (as long as the features are enabled on the project). This applies to all task views (list, table, board, Gantt).
- Add milestones
Allows the user to create new milestones and edit & delete the project's existing milestones.
- Add task lists
Allows the user to create new task lists and edit & delete the project's existing task lists.
- View estimated time
Allows the user to view estimated time set on tasks.
- Add tasks
Allows the user to create new tasks on the project.
  • Task creators can always edit the tasks they create.
  • Tasks assigned to "Anyone" can be edited by any user with permission to add tasks.
   - Can edit all tasks
Allows the user to edit tasks assigned to other users on the project.
  • Bulk editing tasks & subtasks requires permission to edit all tasks.
View messages & files
Allows the user to access the project's Messages and Files sections and view existing items in those areas.
- Add messages
Allows the user to make changes to messages and post new messages.
- Add files
Allows the user to upload files to the project and delete existing files.
View time log
Grants the user access to the project's Time area.
- Can view other people's time
Allows the user to view other project members' time logs in the Time area and on individual tasks (if they have permission to view tasks).
   - Can access Billing
Allows the user to access the project's Billing area.
⚠️ Invoices with time logs also reference user rates. Therefore, granting access to Billing also grants the user permission to: view time log, view other people's time, and view hourly rates. 
- Can log time
Allows the user to log time on the project (and on the project's tasks, if they have access to tasks).
View notebooks
Allows the user to view the project's notebooks in the Notebooks tab.
- Add notebooks
Allows the user to create notebooks and manage existing notebooks.
View links
Allows the user to view the project's existing links in the Links section.
- Add links
Allows the user to add new links and manage existing links.
View forms
Allows the user to view the project's existing forms in the Forms section.
- Add forms
Allows the user to create new forms and manage existing forms.
View people
Grant the user view-only access to the project's People area.
View hourly rates
Allows the user to view project members' project rates when viewing invoices.
📝 Users are automatically granted permission to access billing when the view hourly rates permission is enabled.
- Edit hourly rates
Allows the user to view and edit project members' hourly project rates rates via the Set Rates option in the Billing tab.
View project budget
Grant the user view-only access the Finance area's Budgets tab.
📝 Users must have permission to view time log in order to view project budgets.
- Manage project budget
Allows the user to manage existing budgets & expenses and add new ones.
   - View project budget profitability
Allows the user to view the profitability panel in the project's Budgets view.
⚠️ Enabling this permission may (in some cases) allow the user to calculate other individuals' cost rates. Ex. If only one user has logged eight hours and the cost reported on the budget is $800, it can be concluded that said user's cost rate is $100 / hour. Only enable this permission if you understand and accept this.
View risk register
Grants the user view-only access to the project's Risks area.
- Add risks
Allows the user to add new risks and manage existing risks.
Manage project's custom fields
Allows the user to create project specific custom fields on tasks.
Receive email notifications
Allows the user to be selected for notifications on project items (ex. when you're commenting on a task or creating a message).
Is just an observer here
Observers are people who simply need visibility on a project but are not regular participants. They remain hidden to project members unless they comment on a task. They can't be assigned to project items.
Only standard users (in the owner company) can be marked as observers.
Can set privacy on items
Allow the user to make individual project items (ex. tasks, milestones, files) private to a subset of the project's members.

Permission exceptions

📖 Learn more about the full scope of user permissions & site access.

Owner company users

  • Have automatic view access to a project's People section. This cannot be turned off.
      

Collaborators

  • Permission to add files and messages only allows collaborators edit / delete permissions on items they create.
  • Permission to view published forms only allows collaborators to view published forms. They cannot view forms via the forms editor.
  •  Cannot be granted project update, time, rates, budget, or custom field permissions.
     

Client users

  • Cannot be granted forms-related permissions.
  • Cannot become a project administrator.
  • Cannot be an observer.
     

Best practices

  • Grant permissions mindfully: Each project member has a role to play — focus on giving them only the necessary permissions to do their work.

Elevate

  • Default permissions: Leverage templated permissions to apply a common baseline permission level to user. Ex. you know you'll always need internal team members to view tasks and log time. Any additional permissions you need to apply less frequently can be updated on a per-user basis.