Every ProjectManager user is assigned a role, each with different security permissions. There are four default roles: admin, manager, member and guest.
- Each default role can be customized to suit your security preferences in ProjectManager.
- Role customizations affect a user's ability to interact with certain features and information in the software.
- Use the Role Security page to toggle off and on permissions for each role.
As a general rule, choose admin roles wisely because they have the most access to the software. If you navigate to security, you'll see that you can’t prevent an admin from editing the accounts and billing and security popups, or from seeing user profile information.
To set the manager or member roles, think about the types of team members who will be assigned these roles and what they should see in the software. For example, you may prevent your contractors from seeing hourly rates, costs and budgets. You can find the definitions of each of the available security settings here.
Role Settings
You can customize the default roles or make new ones to suit your organization. Below is an explanation of the settings available for each role.
Account Settings
- Add people to the account
Allows users to invite new people to your workspace. By default invitees will get the Member role (or no role at all), you will need the "Edit user profiles, roles and emails" setting to invite people with different roles.
- Edit accounts and billing page
Allows users to access the Account & Billing page where they can change the account owner, currency, edition, licenses, add-ons, and payment methods.
- Edit role security settings
Allows users to manage the Role Settings for all members. - Access all account data
Allows users to see all projects (even ones they're not a member of), join and edit any project without being invited, add or remove other members from any project (except for the project owner), see all project and timesheet data in reports and exports.
General Settings
- See hourly rates, costs & budgets
Allows a user to see or edit hourly user rates, all project costs and project budget information. This includes columns on the Gantt (actual cost, planned cost, hourly resource cost) and cost dashboard widgets.
- Set team holidays
Allows a user to edit global and country holidays, when unchecked the user can still edit their own personal holidays.
- Create and edit tags, skills and teams
Tags, skills and teams are global, meaning if a user creates or edits a tag, it will be visible for all the users across all projects. When this is unchecked, users can’t create new tag types or edit existing tags, but they can apply existing tags. They cannot create new skills or teams, or edit existing skills or teams.
- Edit other people’s timesheets
Allows a user to see and edit everyone's timesheets, not just their own.
- Approve timesheets
Allows a user to approve other user's timesheets. This means that the user can be selected as a timesheet approver on the profile popover (which is accessed on the Manage Users page).
- Manage portfolio settings
Allows a user to manage your project portfolio at a high-level. This includes organising projects into folders, creating new custom columns for all projects in the account, adding notes and status updates to projects.
- Export projects
Allows users to export projects across the entire account. Combine with the "Access all account data" setting above to export all projects, even those you're not a member of. - See user profile information
Gives access to the Manage Users page and user profiles on the Team page. Often combined with the "Edit user profiles, roles and emails" setting (below). - Manage Integrations
Allows a user to set up integrations for the account. This includes purchasing integration add-ons, activating or deactivating integration providers, enabling or disabling individual integrations. Note that once an integration has been set up it can be used by anyone in the account, even those without this permission. - Create projects
Unchecking this option will prevent users from creating new projects, they will only be able to work on projects created by others. This also prevents the creation of projects via import, copy or the public API. - Edit user profiles, roles and emails
This controls who can edit other team members. This is enabled by default for administrators but can be customized, for example, you can create a custom role enabling HR to manage your teams but have limited access to the rest of the system. - Edit own email address
- View Personal Board
The Personal Board view is a way for individuals to manage their own work with statuses they choose. Highly structured teams may prefer members only use the project statuses via the Personal List or individual Project views, in which case disabling the Personal Board can be beneficial.
Account Owners
The person who created the account is the account owner by default. The account owner is listed on the account popup and can be changed at any time. The account owner is most often an admin, but can be a manager or member role. If an account owner is a manager or member role, they'll still be able to access the account popup.
Custom Roles
Custom roles allow you to create specialized roles for guests, clients, contractors, and more. You can have unlimited custom roles inside of your account. Custom roles are available by default on the Enterprise edition. If you’re not on the Enterprise edition and want to enable custom roles, contact us for more information.
Guest Licenses
Guest roles allow you to invite users to see the projects you would like to share with read-only access. All accounts are allowed unlimited guest licenses.
The "None" Role for Machinery
Non-human roles can be created; this is typically done to manage machinery capacity. They will not log into the software themselves, but you can assign them to projects and track their hourly usage. To do this, simply assign this user the role of "none." This type of user is free.