Users and permissions
The Users module (Administration menu) is used to manage accounts, licenses and permissions of the organization’s people. It has three tabs: Users, Groups and Organizational structure (see Organizational structure).
The module is available to system administrators. What a user sees and can do in the application depends on three things: the license, the permissions in workspaces and system modules, and the permissions in the project itself (see Project permissions).
User list
The Users tab lists all users of the organization. The table has the columns User (name and avatar), Department (when the organizational structure module is enabled), E-mail, License, Last login and Status. The status is Invited, Active or Deleted; an account synchronized with a directory shows a sync icon, and an administrator carries an Administrator tag.
Above the table, you see the number of users with each license. For the Standard and Full license the limit is shown as well (for example 12/15); exceeding the limit is marked in red. In demo organizations the limit is not displayed.
The filter narrows the list by name or e-mail, license and department. Deleted users are hidden by default, and the Show deleted option reveals them. The Export button saves the currently visible list as an XLSX file with the columns user, department, e-mail, license, last login and status.
Adding and deleting users
Adding a user
- Open the Users tab and click Add.
- Enter the new user’s E-mail address.
- Click Send invitation. The user appears on the list with the Invited status, and their license and permissions window opens right away.
If the address is already in the organization, the message The user with given e-mail address exists appears. The invitation with an activation link goes to the given address, and you can send it again from the row menu (Re-send invitation). The link is valid for a limited time; after it expires, send the invitation again (see E-mail confirmation when creating an account).
Deleting a user from the organization
The row menu (three dots) contains the Delete from organization command. After confirmation, the user gets the Deleted status and loses access to the organization, and their license changes to Free; administrator rights and personal API tokens are taken away as well. This frees a license within the limit. You cannot delete your own account.
A deleted user is brought back with the Restore user command in the row menu (the list must show deleted users).
Licenses
The license determines what a user can do in the application. The organization has limits of Standard and Full licenses; Free licenses are unlimited (up to 100 in a demo organization).
- Free — the user sees the tasks and milestones they are assigned to and changes their status.
- Standard — the user sees the schedule, budget, risks, deliverables and project charter in the projects they take part in, fully manages the elements they are assigned to and records time on tasks. They have no global or workspace permissions.
- Full — the user has permissions granted individually or through groups: to workspaces, system modules and projects. Only such a user can be a system administrator, belong to a group and create projects.
Change the license with the License list in the license and permissions window (see User license and permissions). The change is saved immediately. When the limit is used up, the The number of licenses exceeded window appears with the Change limit button. Lowering a license needs confirmation in the License change window, because it takes the user’s permissions and access away. A system administrator’s license cannot be changed.
User license and permissions
The license and permissions window opens when you click a user on the list or use the License and permissions command in the row menu. Changes are saved immediately, and a confirmation appears after each one.
- License, Line Manager and Department. The Department field shows the user’s department and cannot be edited; the department follows from the line manager (see Organizational structure). Choosing a line manager who does not head any department brings up the Department Creation question, which offers to create a department for that person.
- System administrator — a switch available with the Full license. An administrator has full rights to all elements and access to the administrative part (Users, System settings); the remaining sections of the window are not needed then and disappear.
- For a Full license and a user who is not an administrator, three more sections are shown: Groups (choose the groups the user belongs to), Workspaces (see Workspace permissions) and System modules (see System module permissions).
Permissions granted personally and through groups add up; the higher one applies. A permission that comes from a group is locked, and hovering over it shows the group names.
Workspace permissions
The Workspaces section is a table: a row is a workspace, and the columns are permissions. A ticked box gives the permission in that workspace. The table is in the user window and in the group window.
- Projects: Create — creating projects in the workspace; View — access to all projects of the workspace; Administration — full management of all projects of the workspace (it also ticks and locks the other two boxes).
- Configuration: Templates (project templates), Attributes (project attributes), Charters (project charter templates), Approvals (approval path templates) — managing these elements in the workspace.
A permission that comes from a group is ticked and locked. Hover over it to see which group it comes from. Workspaces and the effects of the permissions are described in Workspaces: access to workspace projects and the effect on templates, attributes, charters and approval paths.
Note: only a user with a Full license has workspace permissions. A system administrator has access to all workspaces without any permissions being granted.
System module permissions
The System modules section sets access to modules across the whole organization. For each module, choose one of the options:
- Programs — Member (view only assigned programs), Creator (also create new ones), Administrator.
- Project portfolios — Member (view only assigned portfolios), Creator (also create new ones), Administrator.
- Time tracking — Own and subordinates (track your own time and see your subordinates’ time tracking), Administrator.
- Resources — No access, Own and subordinates (full visibility into own workload and that of subordinates), Administrator (see Resources).
- Strategy — No access, View, Administrator.
- Scoring — No access, Administrator.
- Reviews — No access, Administrator.
The Administrator option gives access to all elements of the module and the ability to edit them. Options lower than the one granted by a group are locked.
Project permissions
Permissions for individual project tabs (schedule, budget, risks, products and others) are granted in the project itself, in the permission settings. They are described in Project permissions. A Standard license limits the highest permission level in a project.
User groups
A group joins users who should have the same permissions. Only users with a Full license belong to groups, and one user can be in several groups. The Groups tab shows a list with the columns Name, Description and Users (the number of members and the first avatars).
Creating a group
- Click Add on the Groups tab.
- Enter the Name (required), optionally a Description, and choose the Users.
- Confirm. After saving, the Edit group window opens.
Editing a group
Click a group name to open the Edit group window. The name and description are saved when you leave the field. Below are the Workspaces table and the System modules section (see Workspace permissions and System module permissions) and the list of members. Remove a member with the cross in their row, and add new ones with the Add users button. Permissions are saved immediately and apply to all members of the group.
Deleting a group with the Delete button needs confirmation and takes away the permissions its members got from that group.
