What it's for
A role decides what a person can change in a project. Everyone on a project can open its records. The role decides who can add, edit, delete, approve and use AI. The database checks the role on every change, so a hidden or disabled button is never the only protection.
You can see every permission for every role in Company admin, on the Team and roles tab, under Permission matrix. A tick means the role has that permission.
Company roles and project roles
- Company role: set when someone is added to the company, on the Team and roles tab.
- Project role: set when someone is added to a project team, in Project administration, Project team. Inside that project the project role is the one that counts.
- The company owner acts as an Admin on every project.
- A company Admin acts as an Admin on any project where they have no project role.
- Anyone else needs to be on the project team to open the project.
The 13 roles at a glance
The lists below group the permissions instead of naming all of them. "RAID" means risks, issues, actions and decisions.
Running the project
- Admin: everything. Manages company settings and the team, invites members and stakeholders, creates, edits and deletes projects, edits every module, approves decisions and change requests, adds and decides quality gates, uses AI, writes and finalises reports, manages dashboards and requests signatures.
- Project manager: everything an Admin can do inside projects, including AI, approvals, reports, dashboards and signature requests. Can invite members and stakeholders and create and edit projects. Cannot manage company settings or the team, and cannot delete projects.
- Executive sponsor: sees the budget and quality gates, approves decisions and change requests, decides quality gates and comments. Changes nothing else.
Leading the work
- Functional lead: creates and edits tasks, WRICEF objects, RAID items, meetings, tests, cutover steps, dependencies and lessons. Edits data migration, training and AI notes, and adds, edits and removes quality gate criteria. Raises change requests, uploads and edits documents, manages dashboards and requests signatures. Cannot delete records, edit the budget, approve, or use AI.
- Technical lead: the same as a functional lead, except that it cannot manage dashboards or request signatures.
Module roles
Each module role runs its own module and also has RAID: it can create and edit risks, issues, actions and decisions, complete its own actions, see the budget and quality gates, and comment.
- Test manager: creates, edits, runs and deletes tests, plus RAID.
- Data migration lead: edits data migration, plus RAID.
- Cutover manager: creates, edits and deletes cutover steps, plus RAID.
- Training lead: edits training, plus RAID.
- Change manager: creates and edits change requests, plus RAID. It cannot approve them.
Contributing and following
- Consultant: edits its own WRICEF objects, creates issues and actions, completes its own actions, runs tests, uploads documents, adds lessons learned and comments. Sees the budget and quality gates.
- Viewer: read only. Sees the budget and quality gates and changes nothing.
- Stakeholder: the free guest role. Raises risks, issues and actions, completes its own actions, adds lessons learned, comments and sees quality gates. Cannot edit the plan, budget or scope.
Who can use AI and voice
AI and voice need the Generate AI analysis permission. Only Admin and Project manager have it, and the company owner. Other roles can still run the two rules agents, Cutover and Gate Readiness, where the plan includes them. See Agents: they propose, you accept.
Before you start
To change someone's role
- You are the company owner or a company Admin, for company roles
- You are a company Admin or a project admin, for project roles
- The person is already in the company
How to give someone a role
- Add them to the company
In Company admin, Team and roles, select Add member, enter the Email and Name, pick a Role, and select Add member. See Invite your team.
- Open the project's admin
Go to the project, then open Project administration and the Project team tab.
- Add them to the project
Select Add from company, choose the Person and a Project role.
- Make them a project admin if needed
Use the Project admin control on their row. Project admins can open Project administration for that project.
- Check the matrix
Back in Team and roles, the Permission matrix shows what the role allows.
Good to know
- Roles apply on every plan, Team included.
- The plan also limits what anyone can do. On the Team plan, modules such as budget, testing and cutover, and AI, are not included, whatever the role. See Plans and pricing.
- The company owner skips role checks, but is still limited by the plan.
- Only the owner can grant billing access to a company Admin. Without it, a delegated admin manages the team but not the subscription.
- Guests with the Stakeholder role are free and do not count as editors.
- Approvals for decisions, change requests and gates are covered in Decisions and approvals and Quality gates.
Who can do this
The company owner and company Admins manage company roles. Company Admins and project admins manage project roles. Read more in Company admin and Invite your team.