Project membership and roles

Project Membership and Roles

Step 1: Role Determination for New Projects and Subprojects

When an administrator or user with the necessary permissions creates a new project or subproject, their role on the project is determined by the following examples. If you are not an administrator, you need to have the permissions to create a project and/or subproject, which can be set in Global menu >> Administration >> Roles and permissions as illustrated below:

Step 2: Create a New Project - Default Role Settings

When you simply create a new project by clicking on the "New project" button, the role of the author of the project is taken primarily from the settings of their user type in Administration >> User types >> Default role.

If the default role is not selected, then the global setting is used: Global menu >> Administration >> Settings >> Projects - Role given to user who creates a project / Role given to user who creates a subproject. As you see, it's possible to distinguish the default roles depending on whether a project or subproject is created. All existing user roles are available to select in this drop-down menu.

Step 3: Change Project Membership and Roles

Project membership and roles can later be changed by an administrator in the particular project's Settings >> Members.

Step 4: Create a Project from a Template with a Different Role

When you create a project from a template where you have a different role than the default, you are given the role from the template, not the default one. The role in the template is the one you had on the project at the time it was used to create the template.

Step 5: Create a Project from a Template Where I'm Not a Member

If you create a project from a template where you are not a member, you will not be assigned a role in the new project. Therefore, you cannot use any project permissions for that new project.

Step 6: Create a New Sub-Project with Inherited Members and Different Roles

If you create a new sub-project with inherited members and you have a role other than the default role on the parent project, your current role will be inherited to the sub-project and remain the same on both the parent and sub-projects.

Step 7: Create a New Sub-Project with Inherited Members but No Membership

If you are not a member of the parent project, you will not be inherited to the sub-project. However, since you are creating the sub-project, you will be assigned the default role as per the global settings.

Step 8: Create a New Sub-Project Where Members Do Not Inherit

In this case, you will simply be given the default role according to the current global settings.

Step 9: Department vs Project Organizational Structure

In the department organizational structure, User A always works as, for example, Accountant. In a project organizational structure, User A can be a Project Manager in one project and a Team Member in another, as shown below:

Project 1: Project Manager (role)
Project 2: Team Member (role)
Project 3: Non-member (role)

The same user has different permissions in Project 1 and Project 2. They do not see Project 3 because they are not a member (non-member role with no permissions). This results in the user having different capabilities in the projects they are members of.

The only exceptions to this rule are public projects and administrators. Administrators can see all projects regardless of membership.