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What are Access Groups?

Available in: Enterprise and Premier

What are Access Groups?

Access Groups are customizable sets of permissions that allow you to collectively manage product access. This is done by adding Account Members to groups that allow or restrict certain activities in Kantata OX.

You can create as many Access Groups as you need, and each member can belong to multiple groups. This makes it possible to grant access and expose information only to specific users, without assigning Account-level permissions higher than a member needs.

Access Groups are located in the Settings > People section of the left navigation bar.Access-Groups-Left-Nav.png

You will have seven Account Default access groups that reflect Kantata OX's standard Account Permissions:

    • Account Administrators (non-editable)
    • Reports Viewer With Cost
    • Reports Viewer
    • Project Lead
    • Project Creator
    • Collaborator
    • Punch Clock

Members can only be assigned to these groups from the Member Details side panel. The Account Default access groups are easy to distinguish from custom groups because they're always at the top of the table, have an Account Default tag next to their name, and have a shaded background.


You will also be provided with three preset Custom access groups:

  • View Only Resource Center
  • View My Allocations
  • Resource Requesters

If the default or custom access groups don't meet your needs, you can edit them or create your own custom groups.

How do Access Groups differ from Account and Project Permissions?

When new members are added to Kantata OX, their baseline access is determined by their Account and default Project permissions. You can stack more granular privileges on top of these permissions by assigning members to one or more Access Groups. Therefore, Access Groups do not replace Kantata OX's standard Account and Project permissions; they work in conjunction with them.


Further, Kantata access groups permissions are cumulative; conflicting or contradictory settings do not offset each other. In other words, if members are assigned to multiple access groups, they will retain all active settings, even if the same options are configured differently in other access groups.

For example, if a user belongs to an access group that allows the editing of named resource allocations in all projects, they retain that privilege as long as they are a member of that group. Even if they belong to another access group where that same setting only allows members to edit allocations for named resources in their projects.


There is some correlation between a member's Account and Project permissions and the Account Default Access Groups to which they are assigned. For example, members added to the non-editable Account Administrators access group represent users who have unrestricted access to all areas of Kantata OX.

What are Access Group Sets?

Each access group "set" contains customizable settings and permissions that relate to different areas of Kantata OX, giving you maximum flexibility and control over security and access for both members and features. For example, if you want to configure access to areas related to resource planning, you can do so in the Resource Management access set.Edit-Access-Group-Set.png

The following is a list of all currently available access group sets:


We are constantly expanding areas in Kantata OX that are managed by access group sets. If you can't find the control you’re looking for today, check back again soon.

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