| What | Manage users' permissions and
access on a project-by-project
basis. |
|---|---|
| Why |
|
| Who |
|
| When | Any time you're adding someone
to a project or need to make
changes to their permissions
during a project's
lifecycle. |
← Swipe to
scroll
Permission
hierarchy: Site administrators
inherit all project permissions when added
to a project. Project administrators can
manage permissions only on projects they
administer.
Quick reference
| User type | Manage project
permissions | Scope |
|---|---|---|
| Owner company site
administrator | All projects. | |
| External company site
administrator | Projects they're a member
of. | |
| Project
administrator | Projects they
administer. | |
| Standard user with
Manage people and
companies | Where their profile and
project access allow it. | |
| Standard user without
relevant permissions | Not available. |
← Swipe to
scroll
Rates and
financial permissions
Financial data
visibility: Site-wide cost rates
are only visible to site owners and owner
company site administrators. Project-level
hourly rate permissions control project
billable rates, not user cost rates.
Budgets and profitability are controlled
through separate project permissions.
| Permission
area | What it controls |
|---|---|
| View Hourly Rates | Allows the user to view
project-level billable hourly
rates. |
| Edit Hourly Rates | Allows the user to edit
project-level billable hourly
rates. |
| Cost rates | Cost rates are site-wide user
rates. They are not configured
at project level and are only
visible to site owners and
owner company site
administrators. |
| View Project
Budget | Allows the user to view
project budget
information. |
| Manage Project
Budget | Allows the user to manage
project budgets. |
| View Project Budget
Profitability | Allows the user to view
project profitability metrics.
In some cases, profitability
information may allow users to
infer cost rates from project
financial data. |
← Swipe to
scroll
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
- Click Jump to in
Teamwork.com's main navigation
menu.
- Search for and select a
project.
- Switch to the
project's People tab.
- Click the ellipsis (...) on the relevant
user's right.
- Select Edit project permissions.
- Click
the chevron arrow
on a
permission's left to reveal
additional permissions.
- Toggle on (or off) any permissions you want to assign (or remove).
- 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.
- Select People in
Teamwork.com's main navigation
menu.
- Switch to the People tab.
- Click the relevant user's
name.
- Select the ellipsis (...) in the profile
view's top right.
- Select Bulk Set Permissions.
- Click the Choose permission
to modify dropdown.
- Select a permission and click Add.
- Click the chevron arrow on
the permission's left to
expand any nested
permissions.
- 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.
- Repeat steps 6 to 9 for each
permission type you want to
bulk update.
- 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.
|
|
-
Can edit all
tasks | Allows the
user to edit tasks
assigned to
other users on the
project.
|
| 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.
|
|
-
Can edit all
tasks | Allows the
user to edit tasks
assigned to
other users on the
project.
|
| 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.
Frequently
asked questions
Why can't I edit a user's project
permissions?
You may need additional site, profile, or
project permissions. Project
administrators
can manage permissions only on projects
they administer.
What's the difference between a site
administrator and a project
administrator?
Site administrators have broader
site-level access. Project administrators
manage settings and permissions for the
projects they administer.
Can project administrators change rate
permissions?
Project administrators inherit all
project
permissions for projects they administer,
including project-level hourly rate
permissions.
Can external company administrators manage
permissions?
External company site administrators can
manage users' permissions on projects
they're a member of.