Project roles and members

When to use

Use this page when you need to decide who may work on projects, who should see a project’s finances, or how to group people into teams. Project roles add a second layer on top of normal permissions, so a project manager of one project does not automatically see the finances of every project.

Before you start

projects:read shows the Members page. Joining projects and appearing on capacity, workload, and resource views depends on being in the Members directory.
Allocating people to projects needs projects:resource_allocate.
Seeing project money views also needs project_financials:read, or being the project’s manager.
The roles inside a project are admin, manager, member, viewer, and observer.
Teams are controlled by projects.team_management, projects.team_task_assignment, and projects.team_data_scope. All three are off by default for existing companies and on for new ones.

Steps

Build the members directory

Go to Members (/projects/members) and add the people who may work on projects. Only people in this directory can join projects and appear in capacity planning.

Add people to a project

Open the project’s Members tab to add people from the directory and give each a project role.

Allocate resources

Use the project’s Resources tab to allocate people to the project, then check totals in Resources & workload (/projects/workload).

Group people into teams

If teams are on, open Teams (/projects/teams) to create teams from the members pool. Teams then appear on Members and Capacity. With team task assignment on, tasks can be assigned to a team queue.

Schedule project meetings

Project meetings live in the Calendar and Meetings app. Open Meetings (/calendar/meetings?projectOnly=1) or the project’s Meetings tab to see them filtered by project.

Tips & common mistakes

Adding someone to a project does not change what they can do in the rest of XBuddy. Permissions still come from their roles.
Use the viewer or observer role for stakeholders who only need to follow progress.
A meeting tied to a project is visible to people who can see the project, or who are attendees.
If a person is missing from workload, add them to the Members directory first.

Project templates and statuses Time logs and expenses