Roles and access
Access depends on where the work lives, your role, the project’s capabilities, and the state of the file. Being able to open a schedule does not necessarily mean you can edit it or manage its project.
Workspace roles
| Role | Responsibility |
|---|---|
| Owner | Workspace administration and billing |
| Admin | Workspace settings, project creation, member management, and Premium allocations |
| Member | Licensed participation, with project actions determined by project access |
| Guest | Participation through the projects and schedules made available to them |
The Workspace Owner manages billing. Owners and Admins can manage the workspace team. Team management is unavailable in personal workspaces.
Project roles
These are the normal project-role requirements in an active team workspace. File restrictions, licensing, and Premium requirements still apply.
| Action | Viewer | Editor | Admin |
|---|---|---|---|
| Read accessible schedules and project information | Yes | Yes | Yes |
| Import, create, and edit schedules | No | Yes | Yes |
| Add activity comments | No | Yes | Yes |
| Contribute progress on a Premium project | No | Yes | Yes |
| Initiate, apply, and complete a progress cycle | No | No | Yes |
| Manage the project and its team | No | No | Yes |
Editors can invite people up to their own project role; they cannot grant Admin access. Broader team-management actions require Admin access. A person’s role can differ from one project to another.
Use Team or Share → This project to review the relevant membership. Use workspace membership controls for the workspace role; changing one role is not the same as changing every project assignment.
Choose the narrowest useful scope
| The person needs to… | Typical choice |
|---|---|
| Read one issued schedule | Share that schedule |
| Read the project’s schedules and reports | Project Viewer |
| Edit the plan, comment, or contribute progress | Project Editor, with the required project/account capability |
| Manage project membership or progress completion | Project Admin |
| Administer the organization’s workspace | Workspace Admin or Owner, according to responsibility |
A direct schedule share is read-only and does not grant membership of the whole project. Giving someone a URL to a page does not automatically give them permission to use it.
Licensing is a separate check
Project Admins and Editors require a member seat in that workspace, including on Premium projects. Viewers with progress-input permission can contribute to Premium progress cycles without a seat.
A Premium project enables team progress collection; it does not turn Viewers into Editors or Editors into Admins. See Premium projects and licenses.
Free workspaces support importing and viewing; creating and editing schedules requires a paid plan in the workspace containing the schedule. Comments and managed progress cycles require Team or Enterprise.
Invitation and account checks
Accept invitations while signed in with the invited email address. If a project is missing afterward, ask its administrator to check the assignment. A person using a second account can appear to have no access even when an invitation was sent successfully to their other address.
For link-based access, check whether the link has expired, been revoked, or restricts the email domain. See Sharing.
Why an allowed action can still be unavailable
Check these independently:
- The signed-in account and selected workspace/project.
- The role required for the action.
- The selected workspace’s plan, member-seat, and Premium requirements.
- Whether the workspace is active or needs its Owner to resolve billing.
- Whether the schedule is locked, archived, or a version.
- Whether a progress cycle is collecting, editing, or completed.
A Project Admin may still need to copy a child version or move it out of its parent before editing its logic. An Editor may contribute progress during collection but not after the manager moves the cycle to editing. Troubleshooting provides the common resolutions.