Description of project roles for users

Overview

How do I know what each project role can do in CxPlanner?

The project roles feature in the Project Management module defines what each user can see and do within a specific project - including tasks, settings, the asset module, and file access - which is used to ensure every team member has exactly the right level of access for their responsibilities.

This guide covers all six project roles and their access levels. Project roles are separate from company roles - for company-level permissions, see [Types of users - company and project users]. Applies to all project types, including asset-based projects.

Project roles and company roles are not the same. Project roles control what you can do inside a specific project. Company roles control what you can do across the entire platform.

When and why to use this

When a user is added to a project, they must be assigned a project role. That role determines which actions they can take - from viewing tasks to deleting the project entirely. Assigning the wrong role either blocks people from doing their job or gives unnecessary access to sensitive project settings.

On asset-based projects, roles also control who can create and configure asset types, checklist types, and update asset information - making correct role assignment especially important before project setup begins.

When to use this page - When adding a new user to a project and deciding which role to assign
What the role controls - Task access, settings access, asset module permissions, and file module permissions
Limitations - Roles can be combined with [User groups] to further restrict what tasks a user can see

The six project roles

Who should have which role

Role	Description
Administrator	The highest authority on a project. Administrators can delete the project. Assign this role to as few people as possible.
Manager	The daily project leader. Managers can administer the project, manage users, configure the asset module, and handle project settings. This is typically the project manager.
Consultant	For individuals assisting the Manager in daily task control and completion - for example, a construction consultant overseeing task status across trades.
Designer	For engineers, architects, and similar roles. Designers can answer tasks and create inspections.
Contractor	For the executing parties on the project. Contractors can answer tasks and create quality assurance documentation.
Viewer	Read-only access. Viewers can see what happens on the project but cannot take any actions.

Access levels for the different roles

General project actions

	Administrator	Manager	Consultant	Designer	Contractor	Viewer
Navigate the project	X	X	X	X	X	X
Add new tasks	X	X	X	X	X
Reply on tasks	X	X	X	X	X
Close other people's tasks	X	X	X
Give access to folders in files module	X	X
Add new users	X	X
Access project settings	X	X
Add new floorplans and arrangements	X	X
Delete the project	X

Asset module actions

	Administrator	Manager	Consultant	Designer	Contractor	Viewer
View assets	X	X	X	X	X	X
Create / edit asset types	X	X
Create / edit checklist types	X	X
Attach checklist types to asset types	X	X
Add assets manually or via import	X	X
Update asset information (attributes)	X	X
Update asset ID	X	X
Add tasks on an asset	X	X	X	X	X
Reply on tasks on an asset	X	X	X	X	X
Close other people's tasks on an asset	X	X	X
Upload / manage files on an asset	X	X
Save and enforce project-level views	X	X
Save personal views	X	X	X	X	X	X

Note on responsibility assignment:

The table above reflects the baseline based purely on project role. However, access can be extended if a user has been made responsible for specific assets - whether this happens:

Personally (assigned directly as the responsible person)
Via company (the user's company is set as responsible)
Via user-group (the user belongs to a group set as responsible)

In these cases, the user will typically gain additional editing rights on the specific assets/checklists they're responsible for - such as being able to answer, edit, or close tasks - even if their general project role wouldn't normally grant that access.

Troubleshooting

Problem	Cause	Solution
User cannot add tasks	Role is Viewer, or user is in a restricted User group	Check the user's project role and User group membership
User cannot access project settings	Role is Consultant or lower	Ask an Administrator or Manager to change the role
User cannot see certain tasks	User is in a User group with restricted visibility	Ask an Administrator or Manager to review User group permissions
Asset module actions are greyed out	Role may be insufficient for asset configuration	Confirm required role with the project Manager

Quick facts

Requires: Administrator or Manager to assign and change project roles
Location: Project settings - Users
Affects: Task access, settings access, asset module permissions, file module permissions

Updated on: 07/06/2026

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