🛡️ Permissions: Project Roles

With project roles, you define who holds which role within a project and make this transparent to all involved in a dedicated view. Initially, this is not about additional permissions but about making visible who has which role in the project.

Unlike teams, which apply globally across the entire workspace, you can freely compose project roles per project and assign people to them.

Define project roles centrally

If the feature is activated for your organization, you will find the menu item Project Roles in the workspace Settings. Here you globally define which project roles can exist in your workspace - but only with a name and description, without fixed person assignments. The specific assignment of people is then done individually per project.

The description of the project role is universal and is displayed in the corresponding project role widgets when the project role is used in a project.

Assign project roles to a project

In the project master data you will find a tab Permissions for this. It summarizes the visibility settings and the project roles. 

Adding project roles: Select the project roles to be used in the respective project by choosing + Add project role.

There's no limit for the number of project roles in a project.

Assign people to a project role

If you expand a project role in the widget or in the project settings, you will see its description as well as the assigned people.

• Assign people: Assign people to a project role via the + Assign Person button. A person can be assigned to multiple project roles simultaneously.
• Set deputy: Next to the responsible person, you can also assign a deputy: When project roles are used as a permission level, deputies automatically receive the same rights as the directly assigned person.
  However, deputies do not automatically receive the same notifications.
• Add notes: For each assigned person, an additional note can be added, which is displayed in the corresponding widgets - these are purely informational.

Use project roles as a permission level

As long as you only define and assign project roles, they serve exclusively for transparency. Only when you use project roles for access restrictions on tasks, folders, master data, or status reports do they become an additional, granular, and project-specific permission level. For example, you can release a private task to a specific project role instead of selecting individual people.

Display and edit project roles in the widget

Two widgets are available for project roles, which you can add via Customize on the overview page of a project:

• Project Roles: simple list of defined project roles
• Project Roles (advanced): additionally with an evaluation of total roles, required roles, assigned people, unoccupied roles, and the percentage coverage

In both widgets, authorized persons can also edit the project roles.

Related articles

• Teams
• Restrict editing rights (permissions)