Project Permissions

How-to Video

As a Project Admin you can manage people's project permissions. The following permission options can be set up either at the project configuration page level or at the project task level. This article has a section for each of the following project permissions:

• Add other members "Pre-Approved" (jump to section)
• Add other members "Needs Approval" (jump to section)
• "Limit To See Only Assigned Tasks" (jump to section) 
• Super powers for project managers "Project Admin" (jump to section)

The way the permissions work and what you have access to will depend if you have the free version or a premium paying version. The free version may be limited to one permission option, which is everyone gets the full Project Admin power. 

To see the permissions,

1. Either go the project configuration page and click the people icon or open a project task and click the people icon.
2. Click a member's bar to expand.
3. Under their email is a line for Project Member Permissions. To the right of that line are the permissions radio buttons and check boxes. 
4. The following will explain the differences.

Permission: "Add Other Members Pre-Approved"

This first radio button is for allowing the member to add anyone to the project without your approval. However, any new people this member adds will be set up with a Needs-Approval permission.

For example, let's say Olive is the project admin. Olive adds Huck to her project and gives Huck the Pre-Approved permission for Huck to add others. Huck then logs in and starts to work on the project. Huck decides he needs to add Kale as a team member to a task he created. Huck adds Kale easily without Olive's approval (Olive will not get notified). Note that Huck can only add Kale as a Needs-Approval or a Limit to See Only Assigned Tasks permission.

Permission: "Add Other Members Needs-Approval"

The second radio button is for Needs-Approval. This allows the project admin to control who this member can add. Whenever the member adds a new person, that new person is not given access to the project until the project admin approves.

The person with this permission:

• can add other team members without approval from the project admin,
• can edit own assigned task,
• can add custom tasks
• cannot edit other people's tasks
• can download any project file
• can only delete files assigned to their own tasks, but not other files

For example, Olive gives Huck the Needs-Approval permission for when Huck creates a task and adds a new person. Let's say Huck adds Kale. to the project. Kale will also get the Needs-Approval settings too. But, before Kale can see that project, Olive needs to approve this add. What happens is that Pie automatically sends Olive an email saying in the body of the email that Huck is requesting to add Kale. The body of the email with an Approve and a Reject button. If Olive clicks Approve, then the project is available for Kale and Huck automatically gets and email saying so. If Olive clicks Reject, Kale is automatically removed from the project team queue and a rejection email notice is automatically sent to Huck.

Permission: "Limit To See Only Assigned Tasks"

Next is the check box for Limit To See Only Assigned Tasks. As you can guess, that's exactly what it does. Like the Pre-Approved, this gives the project admin control over who can be added on the project. will only see tasks that are assigned to them.

The person with this permission:

• will not see any other tasks,
• can edit own assigned task,
• will not see files that are except only those attached to their tasks,
• cannot see the list of other project team member names,
• cannot add custom tasks,
• and as you can see below the Needs-Approval is also selected, which means this limit member can add someone to their own assigned task, but that assignment needs to get approved by the project admin.

This permission is handy for projects that have sensitive data and you want to control who sees what. It's also convenient to simplify a user's list in a project, such as a person who doesn't want to see all of the collaborative tasks and need to just focus on their own. 

Permission: "Project Admin" for the Project Manager

The Project Admin permission is the all powerful project permission. This person can do anything in the project and is made for the project manager, project lead, or program manager. The Project Admin also can see all of the project reports and their full content on the Reports tab.

In our example above, Olive is a Project Admin. She can edit any tasks in the project. She can do other edits like add or edit project slices, update the project name, etc. Most importantly, she can add other project admins the project.

A Project Admin has the exact same permission of another Project Admin. Therefore, one can change the permission of the other or even remove the other. Think of it as a federated approach to sharing power. This is very helpful in case one person leaves the company and the other can continue with leading the project.