Manage user-group permissions on a project
Overview
How do I manage access settings for different groups of users in a project?
User-groups allow you to control access and visibility for multiple users—across different companies—within a single project. Instead of managing user access individually, you can assign users to a group and apply shared permissions.
When and why to use this
Use User-groups to simplify access control for contractors, consultants, or teams working together. User-groups let you manage permissions more efficiently across multiple users.
- Combine users from different companies into one User-group.
- Apply shared access permissions to files, tasks, and modules.
- Reduce errors by managing visibility at the group level.
- Useful for subcontractor coordination and phased work packages.
Examples:
- Turnkey Contractor: Create a User-group with the turnkey contractor and their subcontractors. Grant access to the Files module.
- Ventilation Contractor: Group all ventilation subcontractors. Give them access to relevant folders and limit visibility to only their tasks.
How to – step by step
- Go to the Project Settings page.
- Click the yellow User-groups button in the top-right corner.
- To assign a user to a group:
- Click the move icon next to the user.
- Select the desired User-group from the dropdown.
- You can assign a User-group when adding a user to the project or edit their group assignment at any time from the Project Settings.
- Edit access settings for each User-group as needed.
Behavior and results
User-groups provide flexible access management by letting you define shared permissions across multiple users.
Option | Description |
|---|---|
Limit view: Only own and company | Restricts users to see only tasks assigned to them or their company. |
Limit view: User-group can see each others | Allows users in the same group to view each other's tasks. |
Users cannot freely create tasks | Prevents group users from adding new tasks or observations. |
Troubleshooting
Problem | Cause | Solution |
|---|---|---|
User cannot see all tasks/checklists | “Limit view: Only own and company” is active | Assign the task/checklist to the User-group or adjust view settings |
Subcontractor can’t create tasks | Task creation is restricted | Toggle off “Users cannot freely create tasks” for that User-group |
User can’t see group tasks | “Limit view: User-group can see each others” not active | Enable this setting or reassign user to the correct group |
Quick facts
- Requires: Project role Manager or higher
- Location: Project Settings → User-groups
- Affects: Task visibility, checklist access, task creation rights
Updated on: 07/25/2025
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