About Workspace Permissions

A workspace is a place to contain projects under one business unit. For example, it could be the marketing department or the professional services department. When you assign a member to a workspace, as the workspace admin, you can give them certain permissions.

Other related help pages:

- Project Permissions
- Organization Admin Permissions
- Billing Rates & Internal Rates Permissions

How-to Video

How to set workspace permissions

Workspace people permissions for the Free Plan are all set to the Workspace Admin level. If you want to change these permissions for your team members, you will need to upgrade to the Pro or Enterprise plan. Only the workspace admin has the right to change team member's permissions.

From the Settings / Workspaces page:

1. Click your avatar to open the Settings options and select Workspaces.
2. Expand your organization bar.
3. Hover over your workspace bar and either click "Me" or the people icon to the right (they bring you to the same view)
4. Find your member and expand their person bar. You will see six check boxes to the right of their name. When you add a new person to your workspace, the Project Creator box is checked as default.
5. Change the check box settings as needed and then click Update. You can give a member multiple permissions. The Workspace Admin automatically gets multiple boxes checked.
6. The question mark icon provides a popup with descriptions for each permission.

From the Project configuration page or on a task:

1. Open the project and either go to the project configuration page or expand a task where you want to assign the team member.
2. Expand the team members bar.
3. Under project permissions you will see the workspace permissions. This is the exact same feature that is found inside the workspace in the Settings/Workspace page. You can quickly manage the member's workspace permission from here. Check or uncheck boxes as needed and click Update.

Checkbox Definitions

No boxes checked — No special workspace permissions

If none of the boxes are checked, the member doesn't have any special permissions to your workspace. A member with this setting will only have project-level project team member permissions.

Project Creator

This is the default given to a new person added to your workspace. This permission allows the team member to create a project within this workspace from the Project List page. A Project Creator also has a read-only view permission to look at the recipes in this same workspace. The reason for this permission is so they can check out the recipes they can choose from when creating a new project. When a Project Creator creates a project, they automatically receive that project's Project Admin permission.

Recipe Creator

This permission allows the member to create a new recipe on the Recipe List page when filtered to this workspace. When a Recipe Creator creates a recipe, they automatically receive that recipe's Recipe Admin permission.

Executive Viewer

Sometimes you have a person who needs to view all projects in the department even though they are not specifically assigned to the projects. The Executive Viewer permission gives the member the ability to see all projects and recipes in your workspace. They can open the projects, but cannot edit tasks or assign people. However, they can download files and post comments. They can also open recipes as a read-only user.

Billing Rates 

Projects have a Reports Budget page that also includes the ability to manage and monitor end-client billing rates. This is useful for consulting firms or professional services. The member can be assigned to Billing Rates and see billing rates data in projects under this workspace if they are also assigned to either the Workspace Admin, Executive Viewer, or assigned to the Project Admin permission at the project level. Only the Organization Admin can assign a Workspace Admin to have Billing Rates permission. A Workspace Admin who is not the Organization Admin cannot assign themself with the Billing Rate permission. If a Workspace Admin was given the Billing Rates permission by the Organization Admin, this Workspace Admin person can assign the Billing Rates permission to other team members.

Internal Rates 

Like the above Billing Rates, this is useful for managing and monitoring your team member's internal rates and the project's budget projection. The internal rates would be the hourly rate you pay your employees or contractors. You should limit this visibility to only those who should see this sensitive data.

The member can be assigned to Internal Rates and see internal rates data in projects under this workspace if they are also assigned to either the Workspace Admin, Executive Viewer, or assigned to the Project Admin permission at the project level. Only the Organization Admin can assign a Workspace Admin to have Internal Rates permission. A Workspace Admin who is not the Organization Admin cannot assign themself with the Internal Rate permission. If a Workspace Admin was given the Internal Rates permission by the Organization Admin, this Workspace Admin person can also assign the Internal Rates permission to other team members.

Workspace Admin

Checking the Workspace Admin permission box will automatically check the Create Project, Create Recipe, Executive Viewer boxes. It will not automatically check the Billing Rates and Internal Rates boxes. To have these rate boxes checked, the assigner would also need to be an Organization Admin.

A Workspace Admin can add and remove other Workspace Admins in their workspace. This is helpful when the owner of a workspace leaves the company. All they need to do is assign another workspace admin and then remove themselves. This federated approach gives your organization more flexibility and control. Again, the Workspace Admin cannot assign the Billing and Internal Rates to others unless this person is also the Organization Admin.