Manage access rights of users and groups

  • For understanding user roles and access rights, please read here.
  • You must be an Admin or a Manager level user, to manage users' roles and access rights.

At any time, you can modify what users or group members can see and change in the project work space. 

To manage roles and access rights of users and groups, go to the 'Users' section from the ' Home' menu. The 'Users' section lists all users and groups with their current role and access rights. 

Groups are marked with a blue header bar in their group image. To learn about how to manage groups, then read ' Manage groups and members'. To enable or disable access right management for a group, please read here.

You can use the search option in the table header to filter by keywords (handy if you are looking for a specific user or group). 

The person who created the project is set to 'Admin' by default and is the project owner (indicated by the crown). All added users are defaulted to regulars users (Admin NO, Manage NO) with 'Manage All' rights for all sections: 'Activities', 'Participants', 'Documents' and 'Resources').

Note: Users and their roles and access rights are managed per project. So, make sure you are logged into the right project.

Click here to read how to manage project membership of users.

Set user role

Follow the steps to set a user / group role to Admin, Manager or regular user (non-Admin and non-Manager).

1

Go to the 'Users' section from the ' Home' menu.

2

Find the user or group, and edit the toggles 'Admin' or 'Manager' to set the role level. 

  • Toggle 'Admin' to ON to activate the 'Admin' role level OR Toggle 'Manager' to ON to activate the 'Manager' role level. There can only be one of them activated.
  • Toggle both roles to OFF to deactivate the 'Admin' and 'Manager' role level. The user will become a regular user role level. You can now define specific rights per element or element type, which are defaulted to 'Manage All’ for all sections.

Note: Groups cannot be given the role Admin, Manager or Owner, and specific access rights must be set.

Tip: Good to know: If you change the role to 'Admin' or 'Manager' from both OFF, the rights at section level are saved and restored when you change back to regular user role again.

To transfer the project ownership to another user, please click here.

Set different access rights for sections

With this option you can set the precise level of access of a user/group to a section (all elements of a type, e.g. Activities, Participants, Documents and Resources).

1

Go to the 'Users' section from the ' Home' menu.

2

Find the user or group, and make sure both toggles 'Admin' and 'Manager' in the second column are set to OFF. 

The user or group becomes a regular role level user; non-Admin and non-Manager.

3

In the third column 'Access Rights', specify the access right to each element type: Activities, Participants, Documents and Resources.

If you choose 'Custom', then you will be able to define the access rights to each single element.

Tip: Good to know: If you change the permission from 'Custom' to another, the specific rights are saved and restored when you change back to 'Custom' again.

View and set different access rights for specific elements

With this option you can set the precise level of access of a user/group to a specific element.

Note: Make sure that any elements exist before setting permissions for the element type.

1

Go to the 'Users' section from the ' Home' menu.

2

Find the user or group, and make sure both toggles 'Admin' and 'Manager' in the second column are set to OFF. 

The user or group becomes a regular role level user; non-Admin and non-Manager.

3

In the third column 'Access Rights', choose the access right 'Custom' for one of the sections: Activities, Participants or Documents (not available for Resources).

4

Click the button 'Define'. Then tick the checkboxes as needed at each element to set the access right: Off, Read, Edit or Manage.  

Tip: Click on any right in the table header to activate the checkbox below for all elements.

You can use the search option in the table header to filter by keywords (handy if you are looking for a specific element). 

5

Click 'Save changes' to submit and save your setting. Click the X icon to discard any changes.

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