Project Permissions – Kantata Knowledge Base

Available in: All Plans

Overview

Each user that joins a project is assigned individual Project-level permissions that determine what they are able to access and do within a project. The Project Permissions page provides an intuitive interface for project administrators to control project access.

The initial Project Permissions that each member is automatically assigned are based on their current Account-level permissions. However, you can map different project defaults for each Account Permission level—both on the Provider and Client side of the project—using Project Permissions Defaults. This way, you can ensure that members join a project with the proper access and permissions every time.

You can adjust your team member's privileges on a project-by-project basis by clicking the Actions (“ ”) icon at the top of a project workspace and then selecting Project Permissions.

If you're a Project Administrator, you can adjust permissions for each member by selecting different Project Permissions and Additional Access from the respective drop-down menus.

Note: Users with Project Lead (or higher) Account Permissions are automatically granted Project Administrator privileges when they create a project. Users with Account Administrator Account Permissions cannot be granted lower project access than Project Administrator to any projects they are participating in.

Project Permissions Page

At the top of the Project Permissions page, you’ll see the Providers and Clients tabs. You can quickly switch back and forth between the two tabs to perform actions for either the provider or client side of the project, such as adjusting permission levels and editing any additional access permissions.

Note: The Providers and Clients tab may have different names if you have set up custom team names.

You can search for a specific team member by their name in the Search field.

You can add a user to the Provider side of the project by clicking the Add Team Member drop-down in the top-right corner and selecting the account member you want to add to your project team.

When you perform an action on this page—such as changing a participant's permission level or adding an additional permission—the Save button in the top-right corner will become active. To apply any changes, click Save. If you want to undo all changes you’ve made on this page and go back to the original permission settings since the last time you saved, click Revert.

To open the User side panel for a specific user, click their profile picture in the Team Member column.

Team Lead

Click the Team Lead radio button to designate the Team Lead for the Client and Provider side of each project. Team Leads can be anyone in the project, not just Project Administrators. By default, their name and address will appear on invoices and other project information.

Project Permission Levels

Each Project Permission name indicates the areas of the project workspace that the team member has access to.

Note: Users on the Client side of a project may have further restrictions to permissions, especially if they are an External Project Participant—meaning that they are not a member of your Kantata OX account and have access only to the project that they are invited to.

A Project Administrator can view and edit all information in a project, as well as change permissions for other users, update milestone weights, and modify project information and settings. Users with this permission level also have access to all Additional Access permissions.

Note: Keep in mind that Project Administrators cannot change their own project permission level, the permission level of the Project Administrator who created the project, or the permission level of users with Account Administrator Account Permissions and this access cannot be removed.

All lower project permission levels are either able to view or edit project and task information.

Note: Based on Account Permissions, users with lower permissions than View Financials or Edit Financials may be able to approve or reject time entries. For more information, see Time Approvals.

View Permissions

Users with the respective view permission can complete the following actions in a project:

View Tasks—They can view project and task information (excluding any financial information).
View Time and Expenses—They can view project and task information (including all tracked time and expenses).
Note: This option is not available on the Client side of a project and may not be available for External Project Participants if they are on a free account.
View Financials—They can view all project information (including tracked time, logged expenses, and financial information) and approve or reject time from the Activity Feed.
Note: This option may not be available for External Project Participants if they are on a free account.

Edit Permissions

Users with the respective edit permissions can complete the following actions in a project:

Edit Tasks—They can view project and task information (excluding any financial information), upload files, and use the Task Tracker.
Edit Time and Expenses—They can view project and task information (including all tracked time and expenses), upload files, and use the Task Tracker.
Note: This option is not available on the Client side of a project and may not be available for External Project Participants if they are on a free account.
Edit Financials—They can view all project information (including tracked time, logged expenses, and financial information), edit rates, set budgets, send invoices, edit time, edit other financial information, and approve or reject time from the Activity Feed.
Note: This option may not be available for External Project Participants if they are on a free account.

Additional Access

For more granular control over how team members interact with a project, the Additional Access column allows you to assign extra permissions to your team members—with the exception of Project Administrators, who have all of these permissions by default.

For example, if a member has the View Tasks project permission but you want them to also be able to invite users to a project, you would select Invite Members to Project.

Additional Access Permissions in drop-down menu.png

Post to Activity Feed—The team member can post, reply, and upload files to the project’s Activity Feed.
Track Expenses—The team member can log expenses on this project.
Note: The Track Expenses permission is not available to users with View Tasks or Edit Tasks project permissions.
Track Time—The team member can track time on this project.
Note: The Track Time permission is not available to users with View Tasks or Edit Tasks project permissions.
Invite Members to Project—The team member can invite other team members (or External Project Participants) to the Provider or Client-side of the project.
Schedule Hours for Self—The team member can schedule their own project hours.
Schedule Hours for Team—The team member can schedule project hours for their team members.
Edit To Dos—The team member can view and edit project To Dos in the To-Do Board.
Configure Time & Expense Tracking—The team member can control if time can be tracked against the project, as well as if time and expenses can be tracked against specific tasks.
Note: The Configure Time & Expense Tracking only appears if account settings allow project participants to set whether a project or task is time trackable. If an Account Administrator updates time and expense tracking settings to Always Allowed or Set by Account Administrator, these additional permission options will be removed. If the setting Set by Project Participants is reapplied, you will need to manually add these permissions again.

To give a team member additional project access, click the Additional Access drop-down arrow and then select each desired option. Each option appears in the Additional Access field above as you add them.

Note: The available options in the drop-down menu may vary depending on the member’s project permission level.

To remove a singular permission, click the Remove (“ ”) icon to the right of the permission.

If you want to remove all additional access permissions at once for a specific team member, click the Remove (“ ”) icon in their Additional Access field.

Actions

Click the More (“ ”) icon in-line with a team member to either remove them from the project or move them to the Provider or Client side of the project.

For more information on removing members from projects, see Remove Team Members from a Project.