About roles and access rights

Per workspace, each user is given an access level / role and provided with a defined set of access rights, which determine the capabilities a user has within the workspace and what she/he can see and change. 

Note that roles and access rights are set separately for each of your workspaces. Every user must be invited to workspace and accept the email invitation.

Access levels / roles

There are four different access levels / roles with a defined set of access rights:

• Owner: The designated legal contact to EMDESK, the project and subscription owner is responsible for invoices and payments. By default, the owner is the person who created the project. There is only one owner for each project. The owner is marked by a crown in the "Users" section. The owner is the only user who can delete the project. 
• Admin: Has full access to the project and is responsible for the technical administration of the project. Can be more than one. 
• Manager: Has almost full access to the project, but no access to "Subscription". Can be more than one. 
• Regular User: Any user who is not the Owner, Admin, or Manager. Has restricted read access to technical settings and general project information. To determine what the user can read, edit, and manage, the defined access rights must be set. Can be more than one.

Access rights of Regular Users

Non-Admin and non-Manager role level users are Regular Users. For them you can define the access rights per sections (Activities, Participants, Documents, Resources) and per specific items in these sections.

The following access rights options are available per each section and item:

• Manage: The user has full access to the data – can see, edit, and manage (add, move, or delete) workspace items.
• Edit: The user can see and edit workspace items, but cannot manage them (add, move, or delete).
• Read: The user can see workspace items, add comments and attachments, but cannot edit and manage items (add, move, or delete).
• Off: The user has no access to workspace items.

Using groups to set user access rights

You can organize account users into groups, and use groups to set and grant access rights for a number of users at once. Users joining or leaving the group will automatically gain or lose the access rights set for the group. Groups cannot be given the Admin, Manager, or Owner access level – only the Regular User role can be assigned to groups.

For critical sets of access rights managed through groups, we recommend to use restricted groups instead of open groups. Then the Group Manager controls the group members.