There are a total of four roles that you can assign to your collaborators:
- Project Admin
- Read only
Project Admins have more permissions than Internal users. Such as the ability to manage the collaborators and the project details.
Internal users have more permissions than External users. Such as the ability to create new lists and create and manage templates.
Read only users have the least permissions. They cannot make any changes to the items in lists that they are granted access to.
For a full explanation of the permissions for each role, see User roles & permissions explained (Premium & Enterprise plans).
The relevance of your organisation list (plan members)
Your organisation list is a collection of users who have been added to your plan as plan members, see Manage plan members. When these users are added to your project as collaborators, they can either be assigned the Admin or Internal role. See Add & invite users to your project (Premium & Enterprise plans).
You can also invite people to your projects who are not a part of your organisation list. These users can be added with either of the External or Read only roles.
You can then promote these users by providing them the Internal role; this will add them to your plan and give them the same permissions as the other Internal users. Note: this will also promote them to an Internal user on all of the projects they are a part of under the current plan.
- Only Project Admins are able to manage collaborators' roles. Other users can only view the collaborators.
- Only Plan Admins are able to promote External and Read only users to Internal users. If you are only a Project Admin, you will only be able to add and remove External & Read only users.
- For instructions for Starter plans, see Change a collaborator's role (Starter plan).
This article covers:
- Changing the permissions of Admins and Internal users
- Changing the permissions of External and Read only users
1. Changing the permissions of Admins and Internal users
1.1. From the home screen go to Your project.
1.2. You will now be presented with the project overview screen.
1.3. Tap the Collaborators button in the top right of the screen to view the current collaborators.
1.4. Tap on the Project Admin or Internal user whose role you would like to update.
1.5. Select the new role on the Manage user card. The user's role will change and their label will be updated on the Collaborators page.
2. Changing the permissions of External and Read only users
2.1 Change from External to Read only and visa versa
2.1.1. From the home screen go to Your project.
2.1.2. You will now be presented with the project overview screen.
2.1.3. Tap the Collaborators button in the top right of the screen to view the current collaborators.
2.1.4. Tap on the External or Read-only user whose role you would like to update.
2.1.5. Select the new role on the Manage user card. The user's role will change and their label will be updated on the Collaborators page.
Note: As per the information under The relevance of your organisation list above, External and Read-only users can also be promoted and given the Internal role. See Promote External and Read-only users to Internal below.
2.2 Promote External and Read-only users to Internal
If you are a Plan Admin, you will be able to promote External and Read-only and give them the Internal role.
Note: The steps below follow on from steps 1 - 4 above.
2.2.5 Select the Internal role option on the manage user card. You will now be presented with an 'Are you sure' alert, select Add to confirm and add them to your plan. This user's role will change to Internal and their label will be updated on the Collaborators page.
Note: If there is no more room on your project, you may be informed that you are unable to promote an External and Read-only user. This is because you have reached the maximum seat count set on your plan. Please contact us to discuss increasing this limit. See I can't add any more users to my project for more details.