Project user roles

Each person on a project has one project role: Manager, Member, or Viewer. That role controls what they can change inside the project. It is separate from their account role. Account roles are described on the Account user roles page.

• Manager — runs the project plan. Creates milestones, the contract, and intake decisions, and can do everything a Member can do.
• Member — does the work. Creates and edits tasks, documents, and time entries.
• Viewer — follows along. Can read the project and join chat. Cannot change tasks, milestones, documents, or time.

Everyone on the project can open it. The differences are what they can change.

Managers shape the project. They can do every Member action, plus the planning actions below.

• Create, edit, and delete milestones
• Upload or remove the project contract
• Turn intakes on or off, and choose whether Viewers can submit them
• Change an intake’s status, edit any intake, and delete any intake
• Assign an intake to a Manager
• Be assigned tasks. Viewers cannot be assigned tasks.

Members do the day-to-day work. They cannot change the plan’s structure.

• Create, edit, and delete tasks, including attachments
• Add and edit project documents, files, pages, and links
• Log time, and edit time entries on the project
• Submit intakes, and edit or delete an intake they created while it is still pending
• Read and send project chat
• Be assigned tasks

Members cannot create milestones, upload the contract, change intake settings, or approve and reject intakes.

Viewers can see the project and talk with the team. They cannot change the work.

• View tasks, milestones, documents, files, pages, and time entries
• Read and send project chat, including direct messages with other people on the project
• Submit an intake when Viewers are allowed to. That option is on unless a Manager turns it off.
• Edit or delete an intake they submitted, while it is still pending

Viewers cannot create or edit tasks, milestones, documents, the contract, or time entries. They also cannot be assigned a task.

An intake is a request on the project, such as new work to review before it becomes tasks. Intakes are on by default.

• Managers and Members can always submit intakes while the feature is on
• Viewers can submit intakes unless a Manager turns “allow viewers” off
• Only a Manager can approve, reject, or otherwise change an intake’s status
• The person who created a pending intake can edit or delete it until a Manager changes it
• An intake can be assigned only to a Manager

Inviting people and editing the project name, dates, and completed status follow the account, not the project role. A Member or Viewer cannot do those things, and a Manager can do them only when their account is allowed to.

• A Super Admin or Admin on the account that owns the project can invite teammates and accepted connections as Manager, Member, or Viewer
• Those same account admins can edit the project name, dates, and completed status, and can see jobs linked to the project
• The owner of a hired agency can add or remove people from their own agency as Member or Viewer. They cannot assign Manager, invite outside connections, or edit project details
• The person hired for a job stays on the project. Their role cannot be changed, and they cannot be removed
• An account Super Admin stays a Manager on projects that account owns and cannot be removed

People join a project by creating it, being added by an admin, or being hired onto a job that is linked to the project. An invitation has to be accepted before that person is on the team.

• The person who creates a project starts as a Manager
• Super Admins and Admins on the owning account are added as Managers automatically
• When a job is linked to a project, the hired applicant joins as a Member. Admins on the hired freelancer or agency account join as Managers
• An agency owner who adds a teammate can choose Member or Viewer only